Banner: Create Records

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Banner Standard for Maintaining Identification Information CREATE RECORDS Updated 6/01/2012 Copyright © Ellucian 2008-2012. This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.  

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Table of Contents

FERPA Guidelines ............................................................................................................... 4  

Searching for a Current Record ........................................................................... 1  

Searching & Creating Records using common Matching ................... 6  

Entering Name Information .................................................................................... 12  

Entering U.S. Address/Phone Information ................................................... 13  I.   Address/Phone  Type  Definitions  ...............................................................................................................................  13  II.   Additional  Phone  Type  Definitions  ..........................................................................................................................  17  III.   Data  Entry  Guidelines  for  Addresses  .......................................................................................................................  18  IV.   GENERAL  GUIDELINES:  3  Basic  Rules  ...................................................................................................................  19  V.   [Examples]  ..........................................................................................................................................................................  20  VI.   [Examples]  ..........................................................................................................................................................................  23  

International Addresses/Telephone Numbers ............................................ 24  

Modifying/Replacing Addresses & Telephone Numbers ........................ 27  VII.  Addresses  .............................................................................................................................................................................  27  VIII.   Telephone  Numbers  ................................................................................................................................................  29  

E-Mail Addresses ............................................................................................................... 31  

Name/SS# Modification/Replacement for Person Records .............. 32  IX.   Hierarchy  for  Replacing  Name/SS#  Information  .............................................................................................  36  X.   Guidelines  for  Notification  Procedures  ..................................................................................................................  37  XI.   Name/SS#  Replacement  Notification  ....................................................................................................................  38  XII.  Request  for  Change  of  Name  /  SS#  /  Address  Form  .........................................................................................  39  

Practice Exercise .............................................................................................................. 40    

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FERPA Guidelines FERPA, the Family Educational Rights and Privacy Act of 1974, regulates the release of information about students. It is designed to protect the privacy of students' academic and administrative records. A violation of this law could result in the loss of federal aid funds or legal action. Consequently, it must be taken seriously by everyone who has access to student records and information at Gonzaga University. The data on the Banner system (as well as on any paper or electronic document) related to students is available to Gonzaga University staff and faculty for the performance of their responsibilities to the University and for "educational need to know" purposes only. The information may be released to University employees with the understanding that it will not be released to any other party without the written consent of the student(s) involved. "Directory information" may be released to the public unless a student has requested an information restriction through the Registrar's Office and the "CONFIDENTIALITY FLAG" has been set. The Confidentiality Flag appears on several Banner forms containing student information. “Directory information” includes student name, local addresses and telephone numbers, permanent address and telephone, email address, place of birth, major field of study, dates of attendance, full or part time enrollment status, year in school (class), degrees received, scholastic honors and awards received, other educational institutions attended, visual image (i.e. photograph, video), and weight and height of members of athletic team members. All other data, including grades, GPA’s, and registration schedules are restricted and not to be released. For guidance on FERPA law and procedures, please contact the Registrar’s Office.

Jolanta Weber Assistant VP, AVP – Admin & University Registrar

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Searching for a Current Record I. Access a Identification Form (*PAIDEN, *OAIDEN, SAAQUIK) for ID, Name, Address (the first letter of the form name will depend on your system, i.e. ‘S’ for Student, ‘A’ for Alumni, ‘P’ for Human Resources).

A. Enter in the person’s ID number or click on the search icon to conduct a search.

1. Select which Search Form you want to use

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a. Person Search: search Banner for people records (i.e.

recruits, applicants, current/past students, alumni, employees)

b. Non Person Search: search Banner for companies or vendors c. Alternate ID Search: search Banner based on Social Security number.

2. Enter in your search criteria (last name, first name). Remember that searches are not case sensitive. Use the wildcard (%) to broaden your search. Do not use the Middle name in your search criteria.

3. Perform an <Execute Query> function to start the search. 4. View the list of records by using the scroll bar or arrow keys. Verify your

information against that in the system by looking at the middle name and birthdate (if available).

A “Person” records in BANNER can be students, employees, financial aid recipients, constituents, admission applicants “Non-Person” Records are vendors and corporations.

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5. If the name you are looking for is found in the list, highlight the name and perform a

<Select> function or double click on the ID number. This will bring the ID and name information back to the *PAIDEN form.

6. If the name you are looking for is not found in the list, change how you entered the name information and conduct a new search.

B. Once you are back on the *PAIDEN form: 1. <Next Block> or click in the ID field and update the ID or name if necessary. You

can only update one at a time. Refer to page 8 for the proper formatting of the name.

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2. <Save> any changes you make. 3. Use the tabs, or the Options menu, or the Right Click menu, to update other

information (i.e. addresses, phone numbers). Refer to page 14 for the proper formatting of the address and phone number information.

OR

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C. <Exit> the *PAIDEN form when finished or refer to the Options Menu, or the Right Click menu, for more information.

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Searching & Creating Records Using Common Matching

I. Identification Form (*PAIDEN) for ID, Name, Address, and Phone info

D. Access the *PAIDEN form (the first letter of the form name will depend on your system, i.e. ‘S’ for Student, ‘A’ for Alumni, ‘P’ for Human Resources).

E. The most important thing to do before creating a record in Banner is to search the

database to make sure the record hasn’t already been created. 7. Click on the Generate ID icon to conduct a search

8. This will take you to the Common Matching form

9. The Matching Source will default based on your Banner system

10. Click in the Last Name field and enter in your search criteria (Last name, First name,

address information). Make sure to capitalize where appropriate and DO NOT use the wildcard ‘%’ as part of your search. If you use address information as part of your search, refer to the General Guidelines as explained on page 16 of this standard.

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11. Click the Duplicate Check icon to look for matching records

a. If no record comes up in the Match block it will prompt you to create a new record.

b. Once the ID has been generated, click the OK button to acknowledge the message

and return to the *PAIDEN form. Refer to page 10 for further information.

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c. If the system matches your query with a record already in the system, you will see names in the match block

d. If you find the same name/record that you want to create, highlight the record and

click the Select ID icon to return to the *PAIDEN form and update the record. Refer to page 10 for more information.

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e. If you aren’t sure if the matched name is the record you want to create, click the

Details button and select an option for further information

f. If the system pulls up a match but it’s not the same as the record you want to

create, click the Create New icon.

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g. Click the OK button to acknowledge the message and return to the *PAIDEN

form. Refer to page 10 for more information.

h. If the system finds the same name/record that you want to create, but the ID number starts with an ‘@’ or a letter (i.e. N34557), highlight the name and click the Update ID icon. This will change their ID number to an 8 digit GU number.

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Once returned to the *PAIDEN form, update the record as needed. Refer to page 10 for more information.

If you accidently create a record that is a duplicate, please

contact Laurie Hanlon as soon as

possible at extension 6847.

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Entering Name Information Once back on the *PAIDEN form, perform a <Next Block> function and complete the remaining

fields as necessary. Refer to the general guidelines below.

• Name Type Refer to departmental policy to determine how this should be handled in your module.

• Middle Names should be entered if known. If only an initial is available,

include a period after the initial.

• When creating a Non-Person record, Company names are to be listed in the same way as they are identified by the company itself. The name should fit on one line.

• Prefixes for names are to be upper and lower-case with punctuation. Prefixes are added in the prefix field on the **AIDEN form. Prefixes are optional and examples include:

Mr. Mister Rev. Reverend Mrs. Missus Ms. Ms. Fr. Father Miss Miss Sr. Sister Br. Brother Dr. Doctor

• Suffixes for names are to be upper and lower-case (when appropriate) with punctuation.

Suffixes are added in the suffix field on the **AIDEN form. Suffixes are optional and examples include:

Esq. Esquire II The Second S.J. Society of Jesus

III The Third Sr. Senior Jr. Junior M.D. Medical Doctor Ph.D. Doctor of Philosophy IV The Fourth If you entered a ‘Dr.’ as the person’s prefix be sure to distinguish either ‘M.D.’ or ‘Ph.D’ as a suffix if you know which one is correct.

• Preferred First Names are to be entered when given. Refer to departmental policy to determine how this should be handled in your module.

• Full Legal Name will appear on the *PAIDEN forms. Refer to departmental policy to

determine how this should be handled in your module. <Save> what you’ve entered then click on the appropriate tabs to add more information for this record (i.e. Address, Telephone, Email, etc.)

See page 31 to modify/replace SS# and Name

information

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Entering U.S. Address/Phone Information

I. Address/Phone Type Definitions

Address Phone Type Type MA MA Mailing - The primary and most commonly used address/phone type

for use in mailing to individuals through the US Postal Service. It may be the same as any other address/phone type. When creating a person record, every record should have an MA address/phone type. All Employees (including student employees) NEED to have an MA for Social Security reporting purposes.

Any time it is necessary to use a campus mailbox address as an MA type, the user should first verify the campus mailbox is an active CM type for the student and that the source code is either “OPEN” or “RESV.” If the source code is “CLOS” then DO NOT copy the CM address into the MA address (see page 20 for commonly-used source code definitions).

If a user inputs a campus mailbox address in an MA address, it should be in the same format as used for the CM type (see page 13 for the CM format). This may only be done on an exception basis if the student specifically requests it and/or if it has been determined, in your best judgement, they are unable/unwilling to receive mail anywhere else.

If the record you are adding an MA address to has an active UN address, the UN address must be inactivated.

AP AP Accounts Payable: The address/phone type used by Accounts Payable

users to send payments to vendors of the University (AKA: Remit Address). This address type is maintained by the Accounts Payable Accounting staff The hierarchy which is used by Accounts Payable to request addresses is: AP, PO, BU, MA.

BI BI Billing - The address/phone to which Student Accounts billing

statements and other billing correspondence are mailed. BI is created only when it is different from MA. (This is a functional definition for both person and non-person records, i.e. third party vendors.)

Any time it is necessary to use a campus mailbox address as a BI type, the user should first verify the campus mailbox is an active CM type for the student and that the source code is either “OPEN” or “RESV.” If the source code is “CLOS” then DO NOT copy the CM address into the BI address (see page 20 for commonly-used source code

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definitions). Address Phone Type Type (BI continued) If a user inputs a campus mailbox address in a BI address, it should be format as used for the CM type (see page 13 for the CM format). This may only be done on an exception basis if the student specifically requests it and/or if it has been determined, in your best judgement, they are unable/unwilling to receive mail anywhere else.

BU BU Business

Person - The address/phone of a person’s place of business or employer. The name of the place of business should appear on the first address line.

In the case of Gonzaga University employees, the information may be the same as Campus Mail (CM). Only Human Resources, Mail Room and University Relations (UR) are to maintain or change the BU and CM address types for University employees, but each are responsible for changing both. For example:

CM Format BU Format Michael Jordan Michael Jordan

Address Line 1: Gonzaga University Gonzaga University Address Line 2: Athletic Department Athletic Department Address Line 3: AD Box 66 AD Box 66

Spokane, WA 99258-0066 Spokane, WA 99258-0066

Please note: The four-digit extension following the zip-code must reflect the AD Box number in a four-digit format. Also, AD Box numbers are never to be placed on Address Line 1 or Address Line 2.

Jesuits - For Jesuits who teach in one department, but who prefer to have their mail delivered to them at the Jesuit House, their BU addresses should be in the following format:

Fr. Don Highberger

Address Line 1: Gonzaga University Address Line 2: Communication Arts Department Address Line 3: AD Box 111 Jesuit Community

Spokane, WA 99258-0111

Non-Person - The address/phone for a third party billing contract, a vendor company, or a non-person donor/benefactor. This should be created only when different from MA.

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Address Phone Type Type CM CM Campus Mail

(For Students - The on-campus mailbox address that the student has employees purchased to receive mail. This is the address that is used for only) distributing items in-house to eliminate unnecessary postage costs, and

is to be maintained by the Mail Room only.

Sally Smith Address Line 1: Gonzaga University Address Line 2: MSC Box 1234

Spokane, WA 99258

Please note: MSC box numbers are never to be placed on Address Line 1. Also, the four digit extension is not to be added to the zip code in the case of MSC boxes.

The CM phone type is never used for students.

Employees - (including adjuncts, excluding student employees) This is the departmental mailbox where the employee can receive mail. The information may be the same as BU. Only Human Resources, Mail Room and University Relations (UR) can maintain or change the CM and BU address types for University employees, but each are responsible for changing both. For example:

CM Format BU Format Michael Jordan Michael Jordan

Address Line 1: Gonzaga University Gonzaga University Address Line 2: Athletic Department Athletic Department Address Line 3: AD Box 66 AD Box 66

Spokane, WA 99258-0066 Spokane, WA 99258-0066

Please note: The four-digit extension following the zip-code must reflect the AD Box number in a four-digit format. Also, AD Box numbers are never to be placed on Address Line 1 or Address Line 2.

The CM phone type is used for employees only.

Jesuits - For Jesuits who teach in one department, but who prefer to have their mail delivered to them at the Jesuit House, their CM addresses should be in the following format:

Fr. Don Highberger Address Line 1: Gonzaga University Address Line 2: Communication Arts Department Address Line 3: AD Box 111 Jesuit Community

Spokane, WA 99258-0111

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Address Phone Type Type (CM continued) A future To: date, without an address that will be active after that date, may be used with this address type.

DI DI Diploma: The address/phone to which a student requests that his/her

diploma be mailed. This address type must be created for a graduating student whether or not the same address is listed under any other address type. This address is maintained by the Registrar’s Office, the Law School and the Graduate programs. Questions regarding changing this address type should be referred to one of these offices.

EM EM Emergency: The address/phone the student or employee has given for

emergency contact purposes. This address type is not to be used for mailings. This address is maintained by the Registrar’s Office, the Law School and the Graduate programs. Questions regarding changing this address type should be referred to one of these offices.

FA FA Father: If the student has indicated on the application that his/her

parents are residing separately, this is the address/phone the student has indicated for his/her father.

LR LR Local Residence: This address/phone type indicates the physical

address of a currently enrolled student not living within the GU Residence Hall System. It includes both GU owned off-campus properties and non-GU owned off-campus properties. It should only be created if different from Mailing (MA).

A future To: date, without an address that will be active after that date, may be used with this address type.

MG MG Matching Gift: This non-person address/phone type is used for all

corporations and/or foundations that have a matching gift program. This address type is only maintained by University Relations (UR).

MO MO Mother: If a student has indicated on the application that his/her

parents are residing separately, this is the address/phone that the student has indicated for his/her mother.

PA PA Parents: The address/phone that a student has indicated on his/her

application for parents residing together. PM PM Permanent: This is the address/phone indicated by the student or

employee on the admission or employment application, which is the most likely lifelong address where he/she can be reached, or from where mail will be forwarded to his/her correct address.

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Address Phone Type Type PO PO Purchasing: The address/phone type used by the Purchasing office to

mail orders for University equipment, supplies, etc., to vendors (AKA: Order Address). This address type is maintained by the Purchasing staff The hierarchy, which is used by Purchasing to request addresses is: PO, BU, MA.

UN Undeliverable: The UN address type should be used only when all

attempts to determine a correct Mailing (MA) address have been exhausted, AND if there are no other active/correct addresses that can be copied into an MA address. UN is never to be used in a mailing cascade. See the Inactivation Procedures on page 27 for a more detailed explanation.

GA GA Guardian: This is the address indicated by the student on his/her

admission application belonging to the guardian with whom they are currently residing other than PA, MO or FA.

II. Additional Phone Type Definitions

The following are phone types that may or may not be associated with an address type. These numbers only appear on the ***TELE Form. CL Cellular Student’s Cellular phone number. It may be tied to a MA address MC Mother Cellular May be tied to a MO address FC Father Cellular May be tied to a FA address GC Guardian Cellular Maybe tied to a GA address FX Fax Fax machine phone number. Fax numbers may be tied

to BU, MA, or LR addresses as identified by the student or employee.

PG Pager Pager telephone number TF Toll Free Toll free phone numbers may be tied to BU, MA, or LR

addresses as identified by the student or employee.

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III. Data Entry Guidelines for Addresses

From date

• Enter in the current date. To date

• If entering a future To: date, you must also enter the address that will be correct after that date. Otherwise, always leave the To: date blank. The only address types which are exempt from this are the LR type, UN type, and any address types which contain MSC boxes.

Address Type

• Select the appropriate address type. Refer to page 13- 17 for definitions of all address types. Source Field

• The appropriate source code should be entered for all addresses, whether it is being added, inactivated, or replaced.

The most commonly used source codes are: APPL Address listed on application to University NONG Non GU employee/student CALL Information received via telephone OPEN Mailbox is open and paid for CLOS Mailbox is closed and will never be re-opened RESV Mailbox is not paid for but will re-open CORR Correction made to the address when the student pays DECD Person is deceased RTML Returned mail with no forwarding INQC Information received via inquiry card address LETR Letter from individual STNT Student gave information in person LOST No valid or current address for individual TAPE Address loaded electronically via tape

Specific standards for international addresses are presented following this information. U.S. post office guidelines do not apply to international addresses. International addresses should be entered in the format submitted by the student or contact source.

If you create your record in GOAMTCH be sure to go back to *PAIDEN and

enter your source code!

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• The source code of LOST, in the case of inactivating addresses, signifies that all possible

research has been done and a current address could not be obtained. Research would include phone calls to all possible addresses listed on the **AIDEN form (i.e. PA, PM, FA, MO, etc.). Refer to page 26 for Modifying/Replacing Address/Phone information.

IV. GENERAL GUIDELINES: 3 Basic Rules

1. Try to fit the entire address onto the first line o All text is to be entered with upper and lower case characters.

o DO NOT USE #, &, and % signs in any BANNER address field. The ampersand (&)

may be used in a business address as part of the business name. If a pound sign (#) is given it must be replaced with a letter designation of “Apt” or “Ste”.

o The abbreviation of “No” is not an official postal abbreviation and SHOULD NEVER

BE USED.

2. The address must not contain punctuation o Punctuation can only be included if it is part of the street number (i.e. 94-123

Honolulu Wy).

3. Abbreviate all directional as well as Avenue, Drive, Street, etc.

o Abbreviated items are not to be punctuated.

o If a street name is given as “A” St or “2nd” Ave enter it as given, but without quotations.

NOTE: CleanAddress is a software that looks at the address you’ve entered and helps to determine if the information you entered is correct and valid. If you get a pop up be sure to go back and check for error in the information entered. There are times where you will need to override clean address such as CM, International addresses, and some BU addresses.

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V. [Examples]    

Address lines – When it won’t fit on one line  

• Since the Post Office address scanners read from the bottom up, the street address must immediately precede the city, unless there is a street address and a PO Box. For example:

Address Line 1: 5419 E Severson Rd Address Line 2: PO Box 5433 Address Line 3: (blank line)

Nine Mile Falls, WA 99006

• The street address must fit on one line. If not, any overflow information, such as Apt or Ste, should be placed on the line before the street information. For example:

Address Line 1: Apt G34 Address Line 2: 8934 W Ft George Wright Dr Address Line 3: (blank line)

• “Attn” or “c/o” information should be on the first line.

• A Business address will always have two lines: the Business name goes on the first line and

the Business address goes on the second line. Address Line 1: Software Spectrum Address Line 2: 17456 E Mission Ave Address Line 3: (blank line) Abbreviations

• For the typical US address, the directional abbreviation comes somewhere after the address

number and should be all uppercase. If there is doubt as to the correct placement, insert the directional abbreviation directly after the address number.

N North S South E East W West

NW Northwest NE Northeast SE Southeast SW Southwest

• When a state name is part of a street address, spell it out completely, i.e. “Oklahoma Ave”;

when a directional is part of a street name, spell it out completely, i.e. “E South Riverton”.

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• Standard abbreviations include: Apt Apartment Attn Attention Ave Avenue Bldg Building Blvd Boulevard Cir Circle c/o In Care Of Co Company Corp Corporation Ct Court Dept Department Div Division Fl Floor Inc Incorporated

Jct Junction Ln Lane Pl Place Plz Plaza PO Box Post Office Box Pt Point Rd Road Rm Room RR Rural Route Rte Route Spc Space Sq Square St Street Ste Suite

See Postal addressing standards,

Appendix C for additional

abbreviations.

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City

• Insert the entire city name unless it does not fit in the field. At that time, abbreviate prefixes (without punctuation). For example:

St Saint Mt Mountain, Mount Ft Fort Lk Lake Pt Point

State

• Capitalized, standard two-letter state abbreviations will be used. For example: WA, ID, MT, OR, CA, AK, HI, UT, NV.

Zip

• A five digit zip code for US addresses is required. Add the four-digit extension if available, separated from the first five digits by a dash. Entering the zip code before the city and state is entered will automatically populate the city, state and county fields.

County

• The county codes are primarily used by University Relations and Undergraduate Admissions for designated states and military addresses.

Nation

• The Nation Code is not to be used for addresses within the United States. Do not enter a nation code for territories of the US.

Phone

• Phone type codes must match the address type on the **AIDEN form. If you have a phone type which does not match an address type, go to the ***TELE form and add the phone number there.

• Enter the phone number including the area code, without punctuation.

Don’t forget Territories of the US and Military addresses

have State codes too!

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VI. [Examples]

• Street addresses are required:

Correct: Incorrect: Mary E. Shannon Mary E. Shannon Saint Joseph Convent Saint Joseph Convent 1810 Belsaco Ave Pittsburgh, PA 15216 Pittsburgh, PA 15216

• Street names should be spelled out:

Correct: Incorrect: 2443 E Circle Dr 2443 E Cir Dr 1509 East Ave 1509 E Ave 4775 S Lake Rd 4775 S Lk Rd

• When referencing a specific floor, room, or building:

Correct: Incorrect: Fl 42 42nd Fl Bldg 3 3rd Bldg Rm 9 9th Rm

• Do not use hyphens in the address line unless they are in the street number:

Correct: Incorrect: 806 7th Ave NE 806-7th Avenue NE Mid Island Plz Mid-Island Plz 289-01 Montgomery Ave 289 01 Montgomery A

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International Addresses/Telephone Numbers U.S. Post Office guidelines do not apply to international addresses. International addresses should be entered in the format submitted by the student or contact source. However, pound signs (#) should never be used in U.S. OR international addresses. Canadian Addresses

• Enter street line addresses as submitted by the student or contact source • Province codes are entered in the STATE field • Do not populate the COUNTY field • Always include CANADA in the NATION field • The ZIP CODE field can accommodate the Canadian Postal codes. The format is as follows: • VIT 1Z5 (a space is placed between the third and fourth letter and number)

Other International Addresses

• Enter addresses as submitted by the student or contact source, paying close attention to the arrangement of name, city, and country placement in the address, and including all punctuation. You may need to use the city field for the last line of the address before the nation.

• The CITY and NATION fields must always be used, and final printing should always have the country printed on the last line in capital letters by itself.

• The ZIP CODE field should seldom be used as foreign zip codes cause some report and letter generation distortions. Instead, allow for the ZIP CODE to be entered as one of the address lines, or in the CITY field.

Note the following examples of how these international addresses should be entered on Banner: In the case of Japanese addresses, for example, the CITY Field will most often be filled with the prefecture and postal code, rather than the city name as in the following address Addr. Type: MA Mailing Address Line 1: 1044-9 Kashio-Cho Address Line 2: Totsuk-Ku Address Line 3: Yokahama-Shi* City: Kanagawa 244 State: Zip: County: Nation: JA

JAPAN (the nation name will default when the code is entered)

*Note: Yokohama is the city, and Kanagawa is the prefecture. ZIP Codes for European type

addresses should be input in the CITY field with the zip code followed by the city name, such as the following example: Addr. Type: MA Mailing Address Line 1: Gonzaga-in-Florence Address Line 2: Palazzo Antinori Address Line 3: Piazza Antinore, 3 City: 50123 Firenze* State: Zip: County: Nation: IT

ITALY (the nation name will default when the code is entered)

*Note: The city of Firenze is input into the CITY FIELD with the zip code preceding the city name. The ZIP CODE field is not used

International Telephone Numbers

• Enter International numbers without the ‘011' prefix and without any punctuation or hyphens. If a country code is not provided, refer to www.countrycode.org or the International Area Code section of your local phonebook.

• NOTE: The ***TELE Form provides an area for international country and city codes, but an international number including country and city codes will fit in the telephone number fields on the **AIDEN Form. Only use the ***TELE Form if the number will not fit on the **AIDEN Form and do not include any hyphens.

Modifying/Replacing Addresses & Telephone Numbers

VII. Addresses

1. Before you modify or replace an address, check the **AIDEN form to see if the record is tagged CONFIDENTIAL. If it is, you must go to GUASYST and check to see if the person is an employee. If they are, DO NOT MODIFY OR REPLACE THE ADDRESS - send the change to the Human Resources Department.

2. If entering a future To: date, you must also enter the address that will be correct after that date.

Otherwise, always leave the To: date blank. The only address types which are exempt from this are the LR type, UN type, and any address types which contain MSC boxes.

Address Modification:

3. Modifying an existing address should only take place when correcting typographical errors, transposed numbers, incorrect directional placement, and punctuation.

The steps for modifying addresses: 1. Review all addresses to identify those requiring modification. Depending upon the form from

which you review address information, you may: a. Retrieve Record b. Select Addresses from the Options menu or click on the Address tab across the top of the

form c. To view all addresses use one of the following methods: *Use the scroll bar at the right OR * Use the down arrow on your keyboard

2. Make the modification(s) to each address as appropriate. 3. Include the CORR Source Code in the Source field for each address modified. 4. <Save> changes. Address Replacement: Replacing an existing address should take place when the user becomes aware that the existing address is no longer valid or active. Always inquire as to which addresses are affected by the change requested and change all affected. If changes to other addresses are required, inactivate each address type prior to adding the new address. Steps for Replacing Addresses 1. Identify any address types affected. 2. Inactivate the inaccurate address and corresponding phone number. If the corresponding phone

number remains current, refer to section 4b below. a. Input current date in the To Date field

b. Click in the inactive check box to change status to inactive c. Input the appropriate Source Code d. <Save> record

3. Enter the new address a. At the Address Type field, perform an <Insert Record> function b. Input the appropriate Address Type Code c. Input the address according to the Data Entry Standards d. Input the corresponding telephone number if it has changed as well e. Input the Source Code (this should match the inactive source code) f. <Save> record

To duplicate the changed address to other address types:

1. Cursor should be placed on the Address Type Code of the address to be duplicated 2. <Insert Record> to obtain a “blank” block 3. Perform a <Duplicate Record> function 4. Delete previous address type with the Delete key 5. Input the new Address Type Code 6. <Save> record

Verify change of corresponding phone number

1. If number has been changed, include the new number when creating the new address. 2. If number remains current:

a. -Enter new address as instructed above but DO NOT enter in the phone number b. -After saving the new address, click the Telephone tab c. -Click in the Phone type field d. -Un-select the inactive check box for the phone type that corresponds to the same address

type you just entered e. -Change the Seq. # to match the Seq. # of the new address f. -Click in the Primary checkbox g. -<Save> the record h. -Click Exit button at the far right on the shortcut toolbar to return to the **AIDEN form

Returned Mail • If you have maintenance access to **AIDEN, you are responsible for promptly making

address changes from mail returned to your office. • If receiving returned mail, or if you have personal contact from the student concerning an

incorrect address, then:

1. IF A NEW ADDRESS IS AVAILABLE, or if you discover a correct address during your research, then modify/replace the affected addresses according to page 26.

2. IF NO NEW ADDRESS IS AVAILABLE, or if your research is inconclusive, inactivate the

address on the returned piece of mail and all like addresses (it is permissible to inactivate the MA if this address was used on the returned mail). If further research leads the user to believe that another active address type can be used as an MA address, then the user should

copy that address type into MA. See page 28 to duplicate an address.

3. IF NO OTHER ADDRESS TYPES ARE ACTIVE, then you must create a UN (Undeliverable) address type in the following format:

Address Type: UN Address Line 1: Undeliverable City: Spokane State: WA Zip: 99258-0001 To date: None

If an active MA is added at a later date, the UN address must be inactivated. Records which are marked as only having a recruit record in GUASYST need not have a UN address type created

• On those pieces of mail that have been forwarded by the U.S. Postal Service, and which Gonzaga

has received forwarding address notification (PS Form 3547) the following should be noted:

If a full name appears, the forwarding address is for that individual only so you would change the MA address only. If only the last name appears, the forwarding address is for the entire household, so you may have to change the PA, MO or FA if they are the same as the MA address.

VIII. Telephone Numbers Telephone Number Modifications * Modifying an existing telephone number should only take place when correcting typographical

errors, transposed numbers, an incorrect area code, or adding an extension. The steps for modifying telephone numbers: 1. Access the Telephone Form (***TELE) or the Telephone tab in (**AIDEN) 2. Retrieve record

a. Input identification number <or> b. Search for record by name to retrieve

3. <Next Block> or click in the Type field to access the Telephone Block 4. Use scroll bar or down arrow as needed to place cursor on record to be corrected 5. Click in the field to be updated (Area Code, Number, or Ext) 6. Delete the incorrect information with the backspace key or highlight selection and hit the delete key 7. Follow these steps to link the number to an address (if not already linked):

a. Click in the Address type field b. Click on the search button c. Scroll and find the address to link to the phone number d. Highlight the address b. Click the Select button on the shortcut toolbar

Note: this process will populate the Address Type and Address Sequence fields with the appropriate values to link this phone number with the correct address.

8. Input a comment if appropriate

9. <Save> record 10. Leave Record:

a. Click Rollback button to retrieve new record <or> b. Click <Exit> at the far right on the shortcut toolbar to leave form

Telephone Number Replacement • Replacing an existing telephone number should take place when the user becomes aware

that the existing telephone number is no longer valid or active. The steps for replacing telephone numbers: 1. Inactivate the incorrect number

a. Retrieve the Telephone Form (***TELE) b. Inactivate the Phone Type by clicking in the inactive check box c. Add a brief comment if appropriate d. <Save> record

2. Enter the new number

a. Arrow down or click in a blank Phone Type field b. Enter a new Phone Type code c. Enter the new number d. Enter the corresponding Address Type if applicable. Click on the search button

next to the Address type field to view all addresses. Highlight the address to link to the phone number and click the Select button on the shortcut toolbar

e. Add a brief comment if appropriate f. <Save> the record

E-Mail Addresses

• Enter on the E-Mail Address Form (**AEMAL) or email tab in (**PAIDEN)

• Multiple types of e-mail address codes may be utilized, but only one e-mail address may be designated as the preferred e-mail address and there can only be one of each type.

Accessing the **AEMAL form:

1. Retrieve record 2. <Next Block> or click in the Email Type field to access the main information area

Steps for Adding an e-mail address:

1. Input an e-mail type code BU Business for business e-mail addresses MA Mailing for home e-mail addresses OT Other for any other e-mail address

Please Note: The GU email address is automatically generated and updated by the ADAM server.

Users are not permitted to create or update this address type except to check the preferred box.

2. Input the e-mail address 3. Click in the Preferred check box 4. Input appropriate and applicable comments 5. Verify information 6. <Save> record

Steps for Inactivating an e-mail address (do this if the new address is unavailable):

1. <Remove Record> to inactive the e-mail address 2. <Save> the record 3. This will place the inactive e-mail address in the bottom block of the form

Steps for Replacing an e-mail address (when another address of the same type is given):

1. Type over the incorrect address with the new one 2. <Save> the record 3. The incorrect address will appear in the bottom block as inactive

<Exit> to leave form

Name/SS# Modification/Replacement for Person Records

Name/SS# Modification • Modification of an existing name/SS# should only take place when correcting typographical

errors, transposed numbers, and punctuation. If the user immediately realizes that they have made a typographical error in the name, the name should be fixed on the *PAIDEN form and the previous name which results from this correction should be deleted. If the user realizes they have made an error in the SS#, the number should be fixed on the *PAPERS form and then the old number should be deleted as an alternate ID number on the **AIDEN form. Name/SS# Replacement • Replacing an existing name/SS# number should take place when the user becomes aware that the

existing name/SS# number is no longer valid or active. • If a user attempts to put a current name into an alternate name field, which already contains the

current name as an alternate name, the user must first delete the alternate name before updating it with a current name.

For example: If the name in the system is Smith and it is changed to Jones, it may be changed back to Smith. But it cannot be changed back to Jones again, until the user deletes Jones in the alternate name field.

• Once the new SS# has been verified and changed, the old number should then be deleted as an alternate ID number on the **AIDEN form.

Required Documentation: For replacement of name/SS# number, certain documentation is required: • Currently enrolled international students must have their documentation cleared through the ISP

office before a name/SS# change is made. Type of Person Record

Name Replacement

ID Number Replacement

Employee

Social Security Card

Social Security Card

Student Employee

Social Security Card

Social Security Card

All Others

SS Card, Divorce Decree, Certificate of Marriage, Passport, or Driver’s License

Social Security Card

The hierarchy established for the department approved to replace name and/or SS# information is as listed below. Check GUASYST to determine all departmental associations as marked with a check in the boxes listed. Depending upon where the record falls in the hierarchy, you may or may not be the approved source for changing the information. Note the following: • If, after conducting research, you determine you are not the approved source for changing information,

forward request according to the given hierarchy, and do not notify other impacted areas. • If you are the approved source for changing the record, do so according to the Data Entry Standards and

contact the other areas so that the departmental hard copy files can be modified as well. The source for the change is responsible for notifying other areas.

• If you are the recipient of the notification, adhere to departmental policies for updating hard copy files. Refer to the guidelines below, and see page 35 for the Name/SS# Replacement Request Notification table, for guidance on the action to be taken upon receipt of a request. Use the Request for Replacement of Identification Information form on page 36 to guide the research process. If you have access to the forms listed on the notification table under the “Check Form” Column, review the necessary form to determine which departments need either to act on the request, or receive notification of the change. All checkmarks require some action! Guidelines for ways to notify departments are included in this document on page 34.

IX. Hierarchy for Replacing Name/SS# Information BANNER System Approved department 1. HUMAN RESOURCES SYSTEM PAYROLL & HUMAN RESOURCES

The checkmark represents the existence of University employee records, including faculty and student employees. All name/SS# changes for individuals with an employee record, MUST BE CHANGED BY the Human Resources Department. If they are a student employee then they, MUST BE CHANGED BY the Payroll Department. A copy of the current Social Security Card showing the correct name is required.

2. STUDENT SYSTEM

a) Faculty HUMAN RESOURCES The checkmark indicates faculty employee status. Contact Human Resources directly. b) Registration REGISTRAR(S) The checkmark indicates the student is or has previously been enrolled. Access permitting, check SOAIDNS and forward request or notification to either the Law School Registrar or University Registrar depending upon the level (refer to enclosed table on page 35). If you do not have access to SOAIDNS, forward the information to the University Registrar (AD Box 83). If the student is currently enrolled, the appropriate Registrar will update the record. If the student is not currently registered, research will be conducted using GUASYST to determine the next step. c) General Student REGISTRAR(S) The checkmark reflects that a general student record has been created for the admitted applicant. Check SOAIDNS and forward information to either the Law School Registrar or University Registrar, depending upon the level (refer to enclosed table on page 35). If you do not have access to SOAIDNS, forward the request or notification to the University Registrar (AD Box 83). The appropriate Registrar will only change information if student is currently enrolled and there are no other checkmarks according to GUASYST. d) Admissions ADMISSION CENTER The checkmark indicates an existing application for admission record(s). Access permitting, check SAASUMI to determine all possible locations for admission records. Depending upon the level, forward the request or notification to the offices indicated on the enclosed table. If you do not have access to the SAASUMI form, forward request or notification to Admissions (AD Box 102). e) Transfer Work ADMISSION CENTER The checkmark denotes approved transfer work. Because Gonzaga’s policy is to only accept transfer work after admission, follow the steps as outlined for Admissions (above). f) Housing STUDENT LIFE-HOUSING The checkmark represents an existing Housing record. If a checkmark exists for this system only, forward request to the Student Life Office (AD Box 76). Necessary changes will be managed according to departmental policy. g) Recruiting ADMISSIONS CENTER The checkmark signifies an existing inquiry record(s). Forward request or notification to Admissions (AD Box 102).

3. FINANCIAL AID SYSTEM FINANCIAL AID

The checkmark represents an existing record for a financial aid applicant/recipient. If the checkmark exists only in this System, forward request to the Financial Aid office (AD Box 72). Necessary changes will be managed according to departmental policy.

4. ALUMNI SYSTEM UNIVERSITY RELATIONS

If the checkmark exists only in this System, forward request to Development Research and Information

Systems (DRIS) (AD Box 98). Necessary changes will be managed according to departmental policy. If GUASYST shows that a student record exists, a representative from University Relations will request documentation before changing the record. Original documentation will be forwarded to the University Registrar at the time of the record change and a copy will be maintained in the University Relations file. University Relations will inform other departments with a record as reflected on GUASYST.

5. ACCOUNTS RECEIVABLE

If the checkmark exists only in this System, forward request to the Controller (AD Box 69). The Controller will determine whether the record is housed in Student Accounts and proceed with the change accordingly.

X. Guidelines for Notification Procedures To be used when notifying departments that a replacement has been made 1. E-Mail

By email contact the appropriate person/department. 2. Campus Mail

Send a photocopy of the change information or forward the original documentation to the appropriate person/department. Note that student record name changes require original documentation, which is housed with the Registrar record.

Information to be included:

a) Previous Name and/or ID b) New Name and/or ID c) Source of Change (office/person)

Phone contact is NOT an acceptable form of

notification to the appropriate

person/department!

If the individual is marked as

‘Employee’ but not checked under

Applicant they are likely a Student

employee and the Payroll department

should be contacted.

XI. Name/SS# Replacement Notification ALWAYS REFER TO HUMAN RESOURCES FIRST!

Module

GUASYST Marked with a checkmark

Check Form

Look for

Contact

AD Box

1 Human Resources

Applicant Employee Beneficiary Cobra Person

No Form to check

Human Resources Human Resources Human Resources Human Resources

80 80 80 80

2 Student

a) Faculty b) Registration c) General Student d) Admissions e) Transfer Work f) Housing g) Recruiting

SOAIDNS SOAIDNS SAASUMI SRASUMI

Level -UG -GR -LW -EC -SA Level -UG -GR -LW -EC -SA Level -UG -GR -LW -EC -SA Refer to Admissions Section Level -UG -GR -LW -EC -SA

Human Resources University Registrar University Registrar Law Registrar University Registrar University Registrar University Registrar University Registrar Law Registrar University Registrar University Registrar Admissions Grad School Law School ISP Credo/Focus Student Life Admissions Grad School Law School ISP Credo/Focus

80 83 83 90 83 83 83 83 90 83 83 102 29 90 88 93 76 102 29 90 88 93

3 Financial Aid

Applicant

No Form to check

Financial Aid

72

4 Alumni

Constituent Organization

No Form to check

Alumni Office

77

5 Accts Receivable

Accounts Receivable

No Form to check

Controller

69

XII. Request for Change of Name / SS# / Address Form

Practice Exercise I. Question and Answer Section

A. Describe how middle names should be entered.

B. Is the ‘No’ abbreviation for ‘Number’ an official postal abbreviation?

C. When should you use the MO (Mother) or FA (Father) address types versus the PA (Parents) address type?

D. Which address type does not have a corresponding phone type?

E. Where should the apartment number information be placed if the entire street address won’t fit on one line?

F. On what Banner form should telephone numbers be input if they do not have a corresponding address type?

G. When you enter a future date in the ‘To’ field on the *PAIDEN form, you must also enter what?

H. What is the difference between ‘modifying’ and ‘replacing’ an address?

I. What is acceptable documentation for students not employed by the University when they want to change their name or ID?

J. What Banner form should you look at to determine who is responsible for changing name and ID information?

II. Practical Section – Access the Banner Pre-Production database at the following address:

http://inb.gonzaga.edu and use the following account information to complete this section:

Username = TRAINING Password = TRAINING Database = PPRD

A. Please create a Person record for someone whose addresses and phone numbers are as

follows: 1. Home:

East 526 Sinto Avenue, Apartment #7 Spokane, WA 99202 (509) 747-8938

2. Business: Software Spectrum 17217 Richmond Circle, Suite 22B Spokane, WA 99224 (509) 625-1073 Email: [email protected]

3. Parents:

Same as Home address above

B. You get returned mail and the forwarding label indicates a new address of: 2568 South Westchester Boulevard Spokane, WA 99228 (509) 336-4528 You also see just the LAST name on the forwarding label. Please make the appropriate changes to the addresses and phone numbers.

C. You receive a returned piece of mail from your created person marked

‘Undeliverable’. GU tried to send the mail to his/her home address. After you do research, you discover that: 1. His/Her parents have moved again but we don’t have an address for them. 2. He/She no longer works for Software Spectrum 3. We can’t get a hold of the person to get a good address. Please make any appropriate changes to the address types.

**Please send answers to Section I and the ID# for the person you created in Section II to Cassandra Marrs at [email protected] or send via campus mail to AD Box 95**