Slashes (Fractional Addresses): 101 1/2 Main St Hyphens (Hyphenated Street Numbers): 289–01 Montgomery Ave

RI Division of Developmental Disabilities Data Entry Standards for Therap’s Consumer Demographic Information

• All entries should be ‘Proper Case’, (first letters of every word being capitalized). DO NOT use ALL CAPS. Do not use punctuation unless it is part of the person’s name.

Correct formatting: Jane Doe Correct formatting: 10 Howard Ave Correct formatting: Jane LaChance Correct formatting: 123 LaSalle Blvd Correct formatting: Jane O’Reilly Correct formatting: 34 O’Brien Way Correct formatting: Jane Brown-Doe Correct formatting: 12 West View Dr Incorrect formatting: JANE DOE Incorrect formatting: 10 HOWARD AVE Incorrect formatting: Jane Doe (Janie) Incorrect formatting: 12 W. View Dr

Accepted punctuation in street addresses are: Slashes (fractional addresses): 101 1/2 Main St Hyphens (hyphenated street numbers): 289–01 Montgomery Ave

Therap contains “Residential” addresses and “Mailing” addresses. “Residential” addresses store information about where the person lives (physical address).“Mailing” addresses store information about where someone has their mail delivered. Each of these address types contain: Attention/Care of, Street 1, Street 2, City, State, Country, County and Zip Code. The Group Home Name should not be entered in any of the Address fields (Residential or Mailing) as that information already exists in the Individual’s“Residential Program/Site” Name.

RESIDENTIAL ADDRESS FIELDS

• “Attention/in Care of” box can be used to enter a ‘Care Of’name. It can also be used to enter a Facility/Residential Name. If there is both, enter Facility Name first, then a comma, then the ‘Care of’ name.

Residential: Street 1 • The Street 1 field should contain both the street number and street name only. Correct formatting: 10 Howard Ave Incorrect formatting: Cranston Apartments / 10 Howard Ave

• Use the standard USPS street suffix abbreviations such as Rd (Road), Ave (Avenue),listed in last page of this document. Do not use abbreviations forNorth, South, East and West.Do not use commas or periods. Correct formatting: 10 South Howard Ave Incorrect formatting: 10 South Howard Avenue 10 S. Howard Avenue

• Street number should always be entered numerically and not alphanumerically

Correct formatting: 10 Howard Ave Incorrect formatting: Ten Howard Ave

• The Residential Street 1 should never contain Apt,Bldg or Unitbecause these are entered in the Street 2 field. The Residential Street 1 should never contain “PO Box” information because these are entered in the Mailing Address section.

Residential: Street 2

• The Street 2 field must only contain the building, apartment, floor, or other piece of information of the same type. Use standard abbreviationlike “Apt” for apartment, “Fl” for Floor, listed in page 3 under “Common Unit Abbreviations” andit should be entered without spaces like “Apt 123A” instead of “Apt 123 A”. The Street 2 field should never contain punctuation (hyphen, comma, period, pound sign or apostrophe). Correct formatting: Ste 16 Correct formatting: Bldg B Apt 21A Incorrect formatting: Suite # 16 Incorrect formatting: BLDG-B Apt. #21 A

• Use the standard USPS unit abbreviations such asApt (Apartment), Bldg(Building), listed in last page.

Residential: City • The city/town should be one of the 75+ Post Office designation areas in RI and not limited to RI’s 39 official towns.Spell city names in their entirety. Do not use abbreviations for North, South,East and West. Correct formatting: East Greenwich Correct formatting: North Providence Incorrect formatting: E Greenwich Incorrect formatting: North Prov.

Residential: County • Do not enter the “County” Field. This field is not use in the DDD Address data set.

Residential: Zip Code • Zip +4 would have a hyphen in it, e.g. 02861-1234; however, the +4 is not required.

MAILING ADDRESS FIELDS

• The same formatting rules that apply to the “Residential” addresses apply to the “Mailing” addresses.

• If the Mailing Address isexactly the same as the Residential Address, click on “Same as Residential Address” box.

• If the person receiving mail is different from the participant, enter the name of the person receiving mail in the “Attention or in care of” field.

Mailing: Street 1 • The “Mailing” Street 1 may contain the person’s “PO Box” number without any punctuation, such as “#” or “.” Correct formatting: PO Box 1234 Incorrect formatting: P.O. Box #1234

CONTACTS ADDRESS FIELDS When creating a contact, several fields are required and must have data entered into them. If DDO does not have the required data such as street address or telephone number, please follow these rules:

Field without Data Enter This:

If Street address is unknown No Address On File

If City is unknown None

If Zip is unknown 00000

Primary Phone is unknown 000-000-0000

Common Street Abbreviations for a complete list see USPS street suffix abbreviations

Avenue Ave Highway Hwy Beach Bch Hill Hl Bend Bnd Junction Jct Bluff Blf Landing Lndg Boulevard Blvd Lane Ln Branch Br Manor Mnr Center Ctr Neck Nck Circle Cir Parkway Pkwy Common Cmn Place Pl Commons Cmns Plaza Plz Corner Cor Point Pt Court Ct Road Rd Cove Cv Route Rte Crossroad Xrd Shore Shr Crossroads Xrds Square Sq Drive Dr Terrace Ter Estate Est Throughway Trwy Expressway Expy Trace Trce Field Fld Trail Trl Freeway Fwy Trailer Trlr Garden Gdn Turnpike Tpke Green Grn View Vw Grove Grv Haven Hvn

Common Unit Abbreviations for a complete list see standard USPS unit abbreviations

Apartment Apt Basement Bsmt Building Bldg Department Dept Floor Fl Front Frn Office Ofc Room Rm Suite Ste Trailer Trlr Unit Unit