► At Alfred University DATA STANDARDS DOCUMENT FOR ALL ALFRED UNIVERSITY BANNER SYSTEMS TABLE OF CONTENTS ALFRED UNIVERSITY DATA STANDARDS GENERAL ..............................................................................................................................................4 CONFIDENTIAL RECORDS ……………………………………………….....................................................4 Confidentiality Indicator ......................................................................................................4 Releasing Confidential Information..................................................................................5 DATA MAINTENANCE RESPONSIBIITIES BY FUNCTIONAL AREAS ..........................................5 SEARCH PROCEDURES ....................................................................................................................6 NAME STANDARDS ...........................................................................................................................12 Last Name .............................................................................................................................12 First Name ............................................................................................................................12 Preferred First Name ..........................................................................................................13 Middle Name or Initial ........................................................................................................13 Name Change .......................................................................................................................14 Name Types......................................................................................................................... 14 Prefix or Title …………………………………………………………………………………………………......14 Prefix for Parent ………………………………………………………………………………………………..17 Suffix ………………………………………………………………………………………………………………....18 NON-PERSON NAME/VENDOR, ORGANIZATION OR CORPORATION ................................. 19 ADDRESSES ………………………………………………………………………………………………………….. 22 Address Types ………………………………………………………………………………………........ 22 Street Address ……………………………………………………………………………………………. 23 Punctuation ……………………………………………………………………………………………….. 23 Symbols ............................................................................................................................... 24 Abbreviations ..................................................................................................................... 26 Compass Directions .......................................................................................................... 26 ADDRESS FORMATTING – U.S. ADDRESSSES ........................................................... 27 Post Office Boxes …………………………………………………................................................ 27 Apartments ……………………………………………………………….......................................... 28 Business/Vendor ………………………………………………………………………...................... 28 City …………………………………………………………………………………………………………..... 29 State ………………………………………………………………………………………………………..... 30 Military Address Standards …………………………………………………………………………. 31 County ……………………………………………………………………………………………………….. 31 Alfred University Data Standards Document Page 2 11012007 Zip Code ………………………………………………………………………………………………… ..... 31 INTERNATIONAL ADDRESSES ..................................................................................................... 32 Canadian Addresses …………………………………………………………………………………… 32 International Addresses Other than Canada .............................................................. 32 Street Address……………………………………………………… ............................................... 32 City …………………………………………………………………………… ........................................ 33 Nation Codes ………………………………………………………………… ................................... 33 SOURCE OF INFORMATION....................................................................................................................... 35 TELEPHONE NUMBERS .................................................................................................................. 35 Telephone Types................................................................................................................. 35 Area Code ........................................................................................................................... 36 Phone Number …………………………………………………………………………………………… 36 Extension ............................................................................................................................. 36 International Telephone Numbers ……………………………………………………………….. 37 E-MAIL ............................................................................................................................................... 37 CALENDAR DATES .......................................................................................................................... 38 GENDER ............................................................................................................................................ 38 SOCIAL SECURITY NUMBER ......................................................................................................... 38 DATE OF BIRTH ……………………………………………………………………………………………………… 39 MARITAL CODE ................................................................................................................................ 39 ETHNIC CODE ................................................................................................................................... 39 CITIZENSHIP CODES ………………………………………………………………………………………………. 40 RELIGION .......................................................................................................................................... 40 DECEASED INFORMATION ……………………………………………………………………………………... 41 LEGACY CODES ............................................................................................................................... 41 VETERANS ........................................................................................................................................ 41 VISA TYPES ………………………………………………………………………………………………………....... 42 Alfred University Data Standards Document Page 3 11012007 The purpose of these guidelines is to ensure that the integrity of the Alfred University Banner database is maintained at all times. This document also serves as a blueprint for professional and simple data standards for all University offices. Offices may be allowed to further tailor these guidelines to meet their individual needs; however, they must not undermine the integrity established by this document. GENERAL The following data standards are to be used by all departments responsible for entering data into the Banner database. The use of these standards will make data much more accurate and will provide easier search capabilities for all users. CONFIDENTIAL RECORDS The Banner information system is an integrated database with information on constituents of all types – applicants, students, employees, vendors, etc. Many benefits come from this integration. Personally identifiable information is made available to University employees for the sole and explicit purpose of allowing them to carry out their official University functions. Any other use is prohibited. The same principles of confidentiality that apply to paper records also apply to electronic data. It is the responsibility of each employee of Alfred University to understand his or her legal responsibilities under FERPA, HIPPA, and other privacy regulations at Alfred University. Failure to adhere to privacy regulations can result in disciplinary action up to and including termination. The Registrar’s Office administers FERPA for Alfred University. FERPA responsibilities are outlined on the AU website (https://my.alfred.edu/academic-regulations/family-educational-r ights-privacy- act.cfm). In addition, this information is at tached to this document as Appendix 1. All inquiries regardi ng FERPA should be referred to: Registrar SSC – Seidlin Hall 871-2123 The Human Resources Office administers HIPAA for Alfred University. All inquiries regarding HIPPA should be referred to: Director, Human Resources Greene Hall 871-2118 Confidentiality Indicator After a student has filled out a “Request to Prevent Disclosure of Directory Information” form and submitted it to the Registrar’s Office, the Registrar’s Office will c heck the co nfidentiality indicator. Then when any informati on is accessed i n the system about a person wit h a checked confidentiality indicator, a warning will appear: “Warning: Information about this person is confidential” Alfred University Data Standards Document Page 4 11012007 *Confidential* will also appear in most forms accessed to remind faculty and staff that this person does not wish information to be released. Releasing Confidential Information Releasing directory information about anyone who has requested confidentiality is prohibited. The Registrar’s Office handles all requests for student information, and any such requests should be forwarded to the registrar. DATA MAINTENANCE RESPONSIBILITIES BY FUNCTIONAL AREAS Specific offices will be charged with entering, maintaining, updating, and correcting records within their jurisdiction. • The Registrar’s Office is responsible for maintaining information on all Current Student Records. • The Office of Admissions is responsible for Recruitment and Applicant records. They will be responsible