general person/entity information - …. 12/9/03 general person entity document of 22 5 admissions...

G E N E R A L P E R S O N / E N T I T Y

I N F O R M AT I O N

W E S T E R N W A S H I N G T O N U N I V E R S I T Y

rev. 12/9/03 General Person Entity Document of 22 2

TABLE OF CONTENTS

Page No

General Information…………………………………………. 4 ♦ Purpose of Manual ♦ Module Forms ♦ General Person Coordinating Team and Owner Offices ♦ Legal Issues Data Custodianship Policy…………………………………. 6 Person and Record Creation Procedures………………… 6 ♦ Affected Offices ♦ Definitions ♦ Person/Entity Search, Creation and Maintenance Procedure

- Maintenance - Search

♦ Search Procedure - GWISRCH Western search form - Name searches - XXXIDEN Person search form - Standard search - Soundex searches in XXXIDEN

Data Entry Standards………………………………………. 9 ♦ General Note Name Formatting…………………………………………… 9 ♦ Person Name Standards

- Last Name - First Name - Preferred First Name - Middle Name or Initial - Legal Name - Prefix Standards - Individual Prefix Codes - Suffix Standards - Suffix Codes - Non-Person Vendor/name Standards

Name Changes…………………………………………….. 12 Address/Telephone Changes…………………………….. 12

- Address Types - Address Maintenance - Purge Process


Address Standards…………………………………………. 15 - Street Standards - Secondary Address Unit Designators - Street Address and PO Box - On Campus Address - Off Campus Address - Student Residence Hall/Dormitories - Student On Campus Address - Residence Hall Mail Stops - City Standards - State/Province Standards - Zip Code/Postal Code Standards - Canadian - County Code Standards - Nation Standards - Military Address Standards - Telephone Number Standards

Telephone Type…………………………………………….. 19 GOAEMAL…………………………………………………… 19 Date Standards……………………………………………… 19 Gender Codes………………………………………………. 19 Social Security Number Standards……………………….. 19

- Supplemental Retirees Date of Birth…………………………………………………. 20 Citizen Type…………………………………………………. 20 Date Entry Standards for Race/Ethnic Codes……………. 20 Marital Code Standards…………………………………….. 22 Religion Code………………………………………………… 22 Legacy Code Standards……………………………………. 22 Confidential Information Indicator…………………………. 22 Deceased Information………………………………………. 22 Driver’s License Information……………………………….. 22 Veteran’s Information……………………………………….. 23 Duplicate ID………………………………………………….. 23


GENERAL INFORMATION

• PURPOSE OF MANUAL

This manual was constructed to ensure that General Person/Entity information is maintained as accurately, consistently, and completely as possible and that no duplication of data will occur within the Oracle database, using Banner. The procedures for creating and maintaining General Person/Entity information is outlined.

• MODULE FORMS

Each module has similar forms, but the first character defines which module a form belongs to:

A – Alumni F – Finance G – General P – Human Resources/Payroll R – Financial Aid S – Student T – Accounts Receivable • GENERAL PERSON COORDINATING TEAM AND OWNER

OFFICES General Person Coordinating Team is responsible for training of inquiry and maintenance functions within their respective modules. The following is a list of the designated General Person Coordinating Team members: Alumni- Donna LeBlonde, Cristina Nelson Student Fiscal Services- Ryan Clough, Dede Clark

Accounts Payable- Brenda Campbell Graduate School- Patricia Johnson Financial Aid- Tom Baldridge Human Resources- Michael Furtado, Julie Nicolaas,

Connie Swigart-Harris, Chyerl Wolfe-Lee Admissions- Lori Larkin, Margaret Hurlocker Registrar- Rocki McConnell, Lynn Thomas, Marcia Wallace University Residences- Jane Mains Systems Support- Billie Watts, Linda Norman The following is a list of the designated representatives that are responsible for general person/entity security/access:


Admissions – Karen McMains Finance – Sharon Colman Financial Aid – Jean Meyer Graduate School – Patricia Johnson Human Resources – Michael Furtado Registrar – Cindy MacLean Alumni – Donna LeBlonde University Residence – Jane Mains Therefore, General Person access is awarded after appropriate, tailored training is received. Entries to the Banner General tables affect the overall integrity of the database used by all banner modules.

Offices that are authorized to have maintenance access to General Person XXXIDEN forms are:

Admissions Alumni Human Resources Financial Aid Registrar Finance Summer Session Graduate School University Residences Offices that are authorized to add Non-Person records are: Alumni Finance • LEGAL ISSUES Employees who have General Person/Entity access are reminded of their legal obligations for data access and disclosure:

Data is private and shall be used only for the legitimate business of Western Washington University.

Users must be aware of regulations applicable to data under the jurisdictions of their offices.

Disclosure of information is restricted to custodians or their representatives. Contact a custodian or direct representative (i.e., the Registrar is the representative for student information) .

DATA CUSTODIANSHIP POLICY The following conventions govern which office makes changes to student, employee, or vendor records (i.e., social security number, and date of birth, name, address, and phone) in the integrated administrative information system.


If the PERSON is…. THEN…. An Employee Human Resources creates/maintains A Vendor Accounts Payable creates/maintains A General Receivables Customer Student Fiscal Services creates/maintains A Financial Manager Accounting Services creates/maintains A Prospective Student Admissions creates/maintains A Prospective Graduate Student Graduate School creates/maintains Financial Aid Applicant Financial Aid Dataload A Donor Alumni creates/maintains An Agency Accounts Payable creates,

BFR maintains Other persons University Residence creates/maintains Non Matriculated Student

International Exchange Registrar creates/maintains A Matriculated Student Admissions, Graduate School

and Registrar creates/maintains A Former Student Registrar creates/Registrar, Admissions,

Graduate School and Alumni maintains

* Student SSN changes to Student Financial Resources. See SSN number standards.

PERSON AND RECORD CREATION PROCEDURES • AFFECTED OFFICES Any office using the Banner administrative information system. • DEFINITIONS Relationship – a category that defines a specific attribute of an entity identified with an ID number in the Banner modules, examples: employee, vendor, customer, agency, and financial manager.) Entity – a person, corporation, bank, university, governmental agency or business. Identification Record – information about an entity identified by a system identification number, example: W00001234 – Jane Doe. Person – a system entity that is a person Non-Person – a system entity that has a business relationship. Wildcard – a % entered in an on-line query form to search for values that begin, contain or end with a specific string of characters. • PERSON/ENTITY SEARCH, CREATION AND

MAINTENANCE PROCEDURE MAINTENANCE In an integrated system, it is important that the appropriate area do any update to a person/entity. This will assure that important data for any area is not adversely affected by updates to an existing ID.


SEARCH If it is not known if a person/entity is already created in the Banner System, or if an ID Number is not known, a thorough search of existing records should be done. This step is particularly important in an integrated system where the ID Number for a person/entity MUST be the same for all affected offices. If an ID is not found, the entity can be created in the system, which will generate an ID Number. See following instructions for Search Procedure. Note: If a duplicate ID is found, refer to the DUP ID section • SEARCH PROCEDURE GWISRCH WESTERN SEARCH FORM Key the SSN, ID number OR Last Name, First Name, or Middle Name. Date of birth must be used in combination with either SSN, ID number, or name. <Control Page Down> executes the query. NAME SEARCHES If the SSN is not known, OR if an identification number is not found, use the appropriate ID Search form in your module using the NAME SEARCH. Important, in any of the name search forms, check the Chg Field (Change) when an ID is found. If this field contains a value, then there has been a change. (N) = name change, (I) = ID number change, (blank) = current information. If a duplicate ID has been identified in the past, the entry will look like:

W00027637 {USEW00027003Smith Query on the referenced ID number for current information XXXIDEN PERSON SEARCH FORM Use this form to search for persons STANDARD SEARCH When XXXIDEN is entered, it is already in Query Mode. (When a form is in query mode, ENTER QUERY displays at the bottom of the form.) • Place the cursor in the correct field (Last Name, First Name, or Middle Name). • Type in the name to be searched for, with wildcard before and after, using the hints for standard

searches below. • Click the button or use the <EXECUTE QUERY> function. • If the search is successful, names and ID numbers will be returned. If the search does not

return the correct name, either try another query or process a SOUNDEX Search. • To try another standard search make sure ENTER QUERY still appears at the bottom of the

screen. If not, use the <ENTER QUERY> function.


SOUNDEX SEARCHES IN XXXIDEN • Cancel Query Mode by clicking EXIT or by using the <EXIT> function. (Now ENTER

QUERY should NOT display at the bottom of the form.) • Click the button, or use the <NEXT BLOCK> function. • Key what the name sounds like, in either upper, lower, or mixed case. • To process another Soundex Search, click the button function to return to the Soundex Block

and repeat the above steps. Non-Person Names: Non-person names must be queried in SOACOMP. (optional) Helpful Hints for STANDARD (not Soundex) Searches in XXXIDEN Use correct case (i.e., upper and lower) and enter only the portion of the name you are completely sure of. • Use the % (wildcard) both at the beginning and the end of the Last Name to catch ALL records

which include that name, including old records which have been changed, and records for people originally entered as non-persons.

Example: Record = Dennis Redmond Input as = Last Name: %Redmond%

• When the name could have spaces, apostrophes, or other special characters, enter only the portion of the name you can be sure of.

Example: Record = John O’Brien Possibly enter like= O’Brien, O Brien, Obrien, O’Brian, O Brian Query for: = Last Name: %Bri%

• Some names have unique spellings. Search on all possibilities by broadening the wildcard search

or use the “sounds like” function. Suffixes are not part of the name. Example: Fergason, Furgason, Ferguson

Input as: = F% or F_rg%

• Search for both full and common versions of names. For example, William as well as Bill; Lawrence as well as Larry.

• Search by entering names in middle name field. For example: C. Reid Lau goes by Reid. Search either by entering only the last name or search for Reid in both first and middle name fields.

• The UNDERSCORE (or Under Bar) KEY can be used to replace one character at a time. For

example to search for Anderson that may be AndersEn use: Anders_n. This will find both AndersOn and AndersEn records. Multiple underscores are allowed.

• For FOREIGN names, it is generally easier to search by FIRST name.

Example: Sayed Azmat Ali Shah Search for = Sayed (in First Name field)

**It is recommended to search first name as last and last name as first to ensure no DUP ID’s.


DATA ENTRY STANDARDS • GENERAL NOTE -All data entered into a data field should be typed using title case (uppercase and lowercase letters) using standard capitalization rules. -Never make a change to an employee/alumni/student/vendor record without referring to the data custodianship policy.

NAME FORMATTING

• PERSON NAME STANDARDS Hyphens may be used to separate double first names when the hyphen is part of the legal first name. If there is a double first name without a hyphen it may be entered with a space between the two first names.

Example: Mary Ann Bobby Joe

Apostrophes may be used if it is part of the legal first name and/or part of the legal last name. The period is used after initials.

Example: R. John Smith John B. Smith

Single character first names should be entered with a period. In those cases where a single character is designated as first name and followed by a middle name, place the single character and the middle name in the first name field.

Example: R. Maureen F. Robert

Single name, if a person goes by a single name only, enter that name in the Last Name field, and enter a period in the (required) first name field. Titles, prefixes, and suffixes should never be used in the first name field. These should be entered instead in the appropriate Prefix or Suffix field. Spaces are permitted if the legal spelling and format of the name includes spaces.

Example: Mc Donald Van Husen Mac Pearson De La Rosa La Pine Van der Linen

LAST NAME All information is to be entered using title-case format (uppercase/lowercase letter). Never use all uppercase or all lowercase letters. Enter the legal spelling and format of the last name, using standard capitalization.


Note: If a name legally begins with a lowercase first initial (e.g., dellaToria) the name can be entered as lowercase. You need to remember that when searching for these types of names, they will appear after all capital letters. FIRST NAME All information is to be entered using title-case format (uppercase/lowercase letters). Never use all uppercase or all lowercase letters. Enter the legal first name, using standard capitalization rules. PREFERRED FIRST NAME Preferred First name should be entered into the preferred name field. If S. Paul Smith indicates that “Paul” is what the person goes by, then Paul would be entered into the preferred name field. All information is to be entered using title case format (uppercase/lowercase letters). Never use all uppercase or lowercase letters. If no preferred first name is given, leave the field blank. MIDDLE NAME OR INITIAL All information is to be entered using title case format (uppercase/lowercase letters). Never use all uppercase or lowercase letters. Enter the legal middle name or middle initial followed by a period, using standard capitalization rules. If no middle name or middle initial exists, leave the field blank. Where a hyphen is part of the legal middle name, it may be used without spaces. Apostrophes may be used when they are part of the legal middle name. Spaces are permitted between multiple middle names. Example: L. Louise

Mary Ann DO NOT use titles, prefixes and suffixes in the middle name or middle initial field. LEGAL NAME The Legal Name field is not currently used at Western Washington University. PREFIX STANDARDS Prefixes are entered in the General Information Block in the prefix title field, not in any of the name fields. All information is to be entered using title-case format. Never use all uppercase or lowercase letters. Use standard capitalization rules. Punctuation is to be used in prefixes. (Note: if you are utilizing letter generation, a column literal command will have to be entered in the letter generation request). INDIVIDUAL PREFIX CODES CODE DESCRIPTION Atty. Attorney Bro. Brother Capt. Captain Cmdr. Commander Dr. Doctor Hon. Honorable Lt. Col. Lt. Colonel Maj. Major Miss Single Status Ms. Either Married or Single Status


Mr. Mister Mrs. Married Woman Prof. Professor Rev. Reverend Rabbi Rabbi Sister Sister V.P. Vice President SUFFIX STANDARDS Suffixes are entered in the General Information Block in the Suffix title field, not in any of the name fields. All information is to be entered using title case format (uppercase/lowercase letters). Never use all uppercase or lowercase letters. Use standard capitalization rules. Punctuation is to be used in suffixes, if appropriate. (Note: if you are utilizing letter generation, a column literal command will have to be entered in the letter generation request). SUFFIX CODES CODE DESCRIPTION CPA Certified Public Accountant II The Second III The Third Jr. Junior J.D. Doctor of Laws M.D. Doctor of Medicine Ph. D. Doctor of Philosophy RN Registered Nurse Sr. Senior NON-PERSON VENDOR/NAME STANDARDS All information is to be entered using title-case format (uppercase/lowercase letters). Never use all uppercase or lowercase letters. Enter the vendor’s name using standard capitalization rules. Ampersand (&) – Use only when part of a formal name (Baltimore & Ohio Railroad), entering with same spacing provided by vendor. Use “and” in all other cases. Abbreviations are the preferred method of entry for Co, Corp, Ltd. or Inc when used after the name of a corporate entity. (periods optional) Acronyms – Will not be used unless that is the only way the company is identified, or if space is limited. (ITT, ATT)

NAME CHANGES A student or employee may request a name change by completing the appropriate student or employee name change form. GUASYST is utilized to identify any other relationships the individual has with the University. A copy of the social security card or a copy of the application for the card is required if a HR relationship exists. The copy is to be placed in the appropriate student/employee file.


• All name changes for non-student employees must be referred to Human Resources. • Admissions and Graduate School will update name changes for new student admits who have

not previously attended Western, if there are no Human Resources relationship. • Alumni will update if GUASYST indicates Alumni/donor relationship. • Registrar office must be notified for current/former students.

ADDRESS/TELEPHONE CHANGES

If employees or students wish to change their address, they may either complete an address change form and submit it to the appropriate office, or students may call the Registrar’s hot line. ADDRESS TYPES Banner contains multiple address types, which are used as follows: TYPE DESCRIPTION DEFINITION MAINTENANCE * PURGE

SCHEDULE DATE

B A B u s in es s B u s i n es s a d d r e s s o f a l um n i , d o n o r s , P a r e n t s , e t c . E x t e r n a l A f f a i r s A n n u a l F e b

B I B i l l i n g A d d r es s w h e r e b i l l s a r e m a i l e d . T u i t i o n a n d c us t o m e r s t a t e m en t s , e t c .

A c c o u n t s R e c e i v a b l e , A c c o u n t s P a y a b l e , S t ud en t F i s c a l S e r v i c e s , B F R ( fo r a n on p e r s on )

A n n u a l A u g

C K C h e c k / R e m i t t a n c e V e n d o r , t r a v e l a n d r e i m b u rs em e n t s P a y m e n t a d d r e s s A c c o u n t s P a y ab l e N / A N / A

D A D ip lo m a T h e a d d r e s s w h e r e d ip l o m a w i l l b e m a i l e d .

R e g i s t r a r , G r a d u a t e S choo l A n n u a l F e b

D L D a t a Lo a d -N o M a n u a l U pd a t e s

A d d r e s s c r e a t ed w i l l b e c r e a t e d a t t h e t i m e a s t ud e n t i s l o a d ed v i a t h e d a t a l o a d p r o c es s . D a t a l o a d s i n c lu d e t e s t s c o r e s an d f i n an c i a l a i d d a t a .

A d m is s io ns , F i n a n c i a l A i d A n n u a l F e b

E M E m p l o y e e E x t e r n a l M a i l i n g

E x t e r n a l m a i l i n g ad d r e s s f o r o f f c a m p u s e m p l o y e e s H u m a n R es o u rc e s A n n u a l F e b

G A G u a r a n t o r I n s t i t u t i on a l l o a n g ua r a n to r a d d r e s s S t ud e n t F i s c a l S e r v i c e s A n n u a l F e b

H C H R / P a y r o l l C h e c k D i s t r i b u t i o n

O r g a n i z a t i o n co d e u s e d t o d i s t r i b u t e p a y c h e c k s o r e a r n i n g s t a t e m en t s

H u m a n R es o u rc e s N / A N / A

M A M a i l i n g P r i m a r y a d d r e s s , i f no t t h e s am e a s p e r m a n e n t a d d r e s s .

A d m is s io ns , Reg i s t r a r , U n i v e r s i t y R e s i d en c e , S t ud en t A cco un t s , G r a d u a t e S choo l

A n n u a l F e b

O F W e s t e r n Of f i c e W W U o f f i c e Ad d r e s s . D e p a r tm e n t n a m e a n d m a i l s t o p . H u m a n R es o u rc e s A n n u a l F e b

O R O r d e r V e n d o r p u r c h a s e o r d e r add r e s s P u r c h a s i ng A c c o u n t s P a y a b l e N / A N / A


P A P e r m a n e n t T h e p e r m a n en t/ h om e a d d r e s s f o r t h e p e r s o n/ e n t i t y . I f a p e r s o n/ e n t i t y h a s on l y a d d r e s s , u s e p e r m a n e n t a d d re s s .

E x t e r n a l A f f a i r s , A d m is s io ns , Reg i s t r a r U n i v e r s i t y R e s i d en c e s , G r a d u a t e S choo l

A n n u a l F e b

W 2 W 2 P r i n t i ng A d d r es s t o w h ich t h e W 2 f o rm i s m a i l e d . H u m a n R es o u rc e s A n n u a l F e b

X X R e s e r v e d f o r T G R F E E D u s e o n l y

T a b l e f o r A R to F i n a n c e TGR F E E D P r o c e s s o n l y . S t ud en t F i s c a l S e r v i c e s N / A N / A

ADDRESS MAINTENANCE Utilize From/To dates, or the inactive flag when changing addresses. Once a night a program is run to set the Status Indicator to ‘I’ if the To Date is in the past. The same program will update the To Date to today’s date if the Inactive Indicator is set to ‘I’. The Source for inactivation should be entered, if available. Source codes are found by clicking on the Source button. PURGE PROCESS • The department identified will purge as indicated above, and coordinate with the Database

Administration. • Address will not be purged if it is the only address available for each type. • Purge schedule pertains to addresses older than two years in the “To” date with the exception of

OF and W2. BA – Business: Address of employment, replace existing address with new address. BI – Billing: Used when a student requests billing statements to be mailed to an address other than their mailing address. Utilize From/To dates, and inactive flag when appropriate. CK – Check/Remittance: Never over keyed except to update an incorrect zip code, or other insignificant cosmetic change. New sequence numbers are added as address changes. Old sequences are needed for return mail and 1099 tracking. Only use inactive flag; do not use From/To date. Do not reactivate an address that is inactive, must create a new record. DA – Diploma: Replace the existing diploma address with the new diploma address DL – Data Load: Not updated, only created if student does not have a previous relationship. Address will be inactivated as permanent address is established. EM – External mailing address for off campus employees. GA – Guarantor: A person who cosigns and is responsible for the repayment of a loan if the borrower defaults on payment of that loan. HC – HR/Payroll Check Distribution: Populated via a download process. MA – Mailing: Address change requests are processed using the From/To dates and checking the inactive flag for the previous address. Admissions and Graduate School will write over existing mailing address if GUASYST indicates Recruiting/Admissions is the only relationship. OF – Western Office: Address change request are processed by replacing the current address with the new address. The Payroll Appointment/Position Control Form or the employee information


change request form is the source document and will be maintained in the employee file. Utilize From/To dates and inactive flag for terminated employee. OR – Order: Same as CK, except not needed for 1099 reporting. This address is added by Purchasing if the order address for the Purchase Order is different from the Vendor Remit To address (CK). PA – Permanent: Address change requests are processed using the From/To dates and checking the inactive flag for the previous address. Admissions and Graduate school will write over existing permanent address if GUASYST indicates Recruiting/Admissions is the only relationship. W-2 - W-2 Printing: Address change requests are processed by replacing the current address with the new address. The employee information change request form is the source document and will be maintained in the employee file. Utilize From/To dates and inactive flag for terminated employees. XX – Reserved for TGRFEED use only.

ADDRESS STANDARDS Entering the zip code will automatically populate the city/state fields (verification is recommended) with the appropriate information. For Washington State the county code populates, be sure to check for accuracy. This functionality utilizes GTVZIPC (Zip/Postal Code Validation Form). Report errors on GTVZIPC to the designated representative for general person/entity security issues. Link to U.S. Postal Standards: http://pe.usps.gov.cpim/ftp/pubs/Pub28/Pub29.pdf STREET STANDARDS See U.S. Postal Standards for format standards. All information must be entered using title-case format (uppercase/lowercase letter). Never use all uppercase or lowercase letters. Enter the address using standard capitalization rules. Foreign address – hyphen use is appropriate. “In Care of” should be entered as (C/O) in upper case. Slashes may be used for “In care of” abbreviation, or to designate a fraction in a street address. Do not use the percent sign (%) or spell out (in care of.) SECONDARY ADDRESS UNIT DESIGNATORS If the address is a multi-unit apartment or building, place the room suite, or apartment number to the right of the street address. If there is not enough room to fit the suite, apartment, etc. on the same line as street address, it should be inserted ABOVE the street address. The following abbreviations can be used. See U.S. Postal Standards for a more complete list of acceptable abbreviations. Unit Designator Abbreviation Apartment Apt


Building Bldg Department Dept

Number # (leave a space between # and numbers) Room Rm Suite Ste Route Rte Floor Fl Unit Unit Trailer Trlr Street St Geographical Directional Abbreviations are to be abbreviated using the following abbreviation, all capitals and no punctuation.

East E West W North N South S Northeast NE Southeast SE Southwest SW Northwest NW STREET ADDRESS AND PO BOX BANNER address format allows three lines of street address information. If both the physical street address and PO Box number need to be maintained, enter the street address in the first line and the PO Box number on the second line. Dual Address Example: Mr. John Smith

100 Major St Mail will be delivered here: PO Box 200 Morgan Sta

New York, NY 10001-0200 ON CAMPUS ADDRESS (OF-Office Address) All Exempt, Faculty, Classified and Graduate Student employees working on campus will have an Office Address type in Banner under “OF”. This address is used for inner campus mailing. The standard is as follows: WWU MSxxxx EXAMPLE: WWU MS9008 Department Name Registrar Location/Room Number OM230 ON CAMPUS, WA 98225-xxxx (Mail stop) ON CAMPUS, 98225-9008 Office Phone # Office Phone # Source Code of “XDIR” indicates that Employee’s name is NOT to be in Campus Directory. Labels downloaded from the “OF” (Office) address will have the employee’s name, Location/Room Number, Department Name, and Mail Stop.


OFF-CAMPUS ADDRESS (EM-Employee External Mailing) Addresses for employees working off-campus will appear in Banner under the address type “EM” (Employee External Mailing). This is for Off-Campus Employees only and is used when mail needs to be sent through the Postal Service. In Outlook it appears on the left side of the Properties field. Arrow down to view the full address. Department EXAMPLE: Shannon Point Marine Center Street Address 1900 Shannon Pt. Rd City, State, Zip Code Anacortes, WA 98221 STUDENT RESIDENCE HALL ADDRESSES AND BIRNAM WOOD Regular: Name

Residence Hall Name # (room) (do not need to enter “Residence” or “Hall”)

Western Washington University (Do NOT enter 516 High St.) Bellingham, WA 98225-XXXX (dorm mail stop) Birnam Wood: Name Birnam Wood # (apt) 2901 Bill McDonald Pkwy Bellingham, WA 98225-5920 *NOTE: This format will get USPS delivery to their door. Use this address for high priority mail. It requires postage. STUDENT ON CAMPUS ADDRESS On Campus mail is delivered to a community bin. This is free. To use on-campus mail delivery, use: Residence Hall Name Rm# ON CAMPUS

Bellingham, WA 98225XXX-XXXX (Residence Hall abbreviation and mail stop)

RESIDENCE HALL MAIL STOPS Alpha MS-5962 Higginson MS-5970 Beta MS-5964 Highland MS-5961 Birnam Wood MS-5920 Kappa MS-5960 Buchanan Towers MS-5994 Mathes MS-5968 Delta MS-5963 Nash MS-5969 Edens MS-5971 Omega MS-5966 Fairhaven MS-5997 Sigma MS-5967 Gamma MS-5965 CITY STANDARDS All information is to be entered using title-case format (uppercase/lowercase letters). Never use all uppercase or lowercase letters. Enter the address using standard capitalization rules. Abbreviations are permitted if the full city name does not fit due to space restrictions. The U.S. Postal Standards should be referred to for the appropriate abbreviations.


STATE/PROVINCE STANDARDS State codes MUST be entered for all U.S. addresses. Refer to the U.S. Postal Standards for further examples. You may use List Values on the state field to locate the correct state/province code. Canadian provinces are entered in the state/province field. ZIP CODE/POSTAL CODE STANDARDS United States Zip codes MUST be entered for all U.S. addresses. Use the 10 digit ZIP code if available. If the last four digits are unavailable, enter the first five digits in the first five positions of the field. A hyphen must be entered when the last 4 digits are available. This field will auto populate if the zip is filled in first.

Example: 97203 or 97203-5798 CANADIAN Canadian postal codes should be entered in the zip field after the Province. A space is used between the first 3 characters and the last 3 characters, use all capital. COUNTY CODE STANDARDS A county code must be entered for all Washington State addresses except for CK address type. Leave blank for states outside of Washington. Use List Values on county field to locate the correct county code. This field will auto populate if the zip is filled in first. NATION STANDARDS If the address is not within the United States enter the appropriate nation code. The presence of a value in this field will cause the nation to print on documents. Use <List Values> on the nation field to determine appropriate code. If in the US, leave blank, do not type Nation Code in the city field. MILITARY ADDRESS STANDARDS Enter the APO or FPO code into the City field. In the State field enter: AE – for mail going to Europe, Middle East, Africa, Canada (ZIP = 09nnn) AP – for mail going to Pacific (ZIP = 09nnn)

AA – for units in the Americas (excluding Canada)

TELEPHONE NUMBER STANDARDS Area code The three-digit area code must be entered for all phone numbers. Phone number Enter the seven-digit number without inserting a hyphen.

Example: 7385627 Extension If an extension number is provided, enter only the digits of the extension. In the next field, DO NOT enter EXT or X into the extension field.

Example: 7300 Please Note: Telephone Changes must only occur utilizing XXXIDEN forms unless multiple telephone types are required for which the SPATELE will need to be used.


*Utilize XXXTELE to indicate number is unlisted. Telephone numbers must be tied to address type

TELEPHONE TYPE

CODE DESCRIPTION USE

BA Business Alumni business address BI Billing Invoicing phone if different from business phone CELL Cell Phone Cell phone number used by Alumni Office CK Check/Remittance Phone number associated with check remittance address DL Data Load Created at the time a student is loaded via the data load process FX Fax Fax number MA Mailing Phone number associated with mailing address OF Western Office Phone number associated with employee office OR Order Vender purchase order PA Permanent/Home Phone number associated with Permanent address W2 W2 Associated with W2 mailing address

GOAEMAL

E-mail address form GOAEMAL contains IN for internal WWU address and EX for external personal address. The University will maintain only one E-mail address for employees and that address should be a University address, i.e. [email protected]. ATUS will load E-mail addresses directly into Banner when accounts are applied for, Human Resources will maintain any changes. EX is for student and alumni use only.

DATE STANDARDS Dates may be keyed in a number of formats but stored in the dd-mon-yyyy format. Note: type any character and the current date will default.

Example: January 17, 1997 may be keyed as: 170197 without hyphens 17-01-97 with hyphens 17-jan-97 using alpha for month

1701 without hyphens or year if year is the current year 17-01 with hyphens without year if year is current year 17-jan with hyphen, alpha month, if year is current year 17 just day if the month and year are current year

GENDER

Choose appropriate category: CODE DESCRIPTION F Female M Male N Not Known NOTE: ‘N’ should not be used for employees or prospective student


SOCIAL SECURITY NUMBER STANDARDS In the Social Security Number field, enter the entire nine-digit number, omitting dashes.

Example: 544905332 If there is not an established Social Security Number but the person has applied for a number, make a copy of the receipt of application for SS number. When creating an ID number, leave the Social Security Number field blank. Create ID number, then go back and fill in the Social Security Number field with ‘app’ followed with the 6 digits of the ID number filling in the field with nine spaces. After the person receives the actual social security number, the Social Security Number field can then be populated with the correct number.

Example: app123456

Should a SSN search result in a possible duplicate number, follow duplicate ID procedures. SUPPLEMENTAL RETIREES For purposes of supplemental retirees, after the employee has deceased, the spouse receives the supplemental check. An ID number is created for the spouse. If the Social Security Number is unknown, the field is populated with the word retiree followed with two zeros. Example: RETIREE00 Should a valid Social Security number becomes available, the number will be changed.

DATE OF BIRTH The Date of Birth is required for all employees and students. Dates with the year ending 1950 or before must be entered as 19xx. The current century will default if only 2 digits entered for year.

CITIZEN TYPE Citizen Type is required for all students and employees. Code Description Explanation Y Citizen Citizen of the United States N Non-Citizen Not a Citizen of the United States

DATA ENTRY STANDARDS FOR RACE/ETHNIC CODES

The Employee Information Form will be completed by all new employees upon hire at the University. The race/ethnic descriptions and codes indicated on the Employee Information Form correspond to those descriptions and codes on the Ethnic Codes Rule Form (PTRETHN). There is a direct relationship between the ethnic codes used in PTRETHN and the validation form for student ethnic codes, STVETHN. Students may indicate their ethnicity on their admissions application, but are not required to do so.


Careful coordination must occur between student and human resource representatives regarding maintenance of these forms. The specific ethnic codes indicated on PTRETHN roll up to form five main EEO ethnic/racial categories: Black, Hispanic, Asian/Pacific Islander, Alaska Native/American Indian, and White.

The following protocol should be followed in determining race/ethnicity to be input into the University personnel database for affirmative action reporting purposes: 1. If a single category is checked, the category indicated should be entered into the system. 2. If an employee identifies two racial categories on the Employee Information Form, and also

checks the “Multi-racial” category and indicates a racial/ethnic preference for affirmative action purposes, the race/ethnicity indicated in the preference section should be input into the University personnel database.

3. When an employee identifies two racial categories and one category is a sub-category of the other (i.e., a Japanese individual marks “Asian/Pacific Islander” and “Japanese”) AND s/he does not indicate a preference under the “Multi-racial” category, enter into the system the most specific category (for this individual it would be “Japanese”). To determine which is a specific ethnic/racial category and which is a main ethnic/racial category, please refer to the following definitions: • Black or African American (not of Hispanic origin): A person having origins in

any of the Black racial groups of Africa. Includes the categories Black and African American.

• Hispanic Origin: A person of Mexican, Puerto Rican, Cuban, Central or South

American or other Spanish culture or origin, regardless of race. Includes the categories Other Spanish/Hispanic origin, Mexican, Mexican-American, Chicano and Puerto Rican.

• Asian/Pacific Islander: A person having origins in any of the original peoples of

the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. Includes the categories Asian Indian, Chinese, Filipino, Hawaiian, Japanese, Korean, Samoan, Thai and Vietnamese.

• Alaska Native/American Indian: A person having origins in any of the original

peoples of North America, and who maintains cultural identification through tribal affiliation or community recognition. Includes the categories Aleut, Eskimo and American Indian.

• Caucasian (not of Hispanic origin): A person having origins in any of the original

peoples of Europe, North Africa, or the Middle East. Includes the category Caucasian.

4. If an employee identifies two sub-categories that belong to the same main category (i.e. Japanese and Korean), enter in the main category that these two groups belong to (Asian/Pacific Islander).

5. In the event that an employee identifies two racial/ethnic categories on the Employee

Information Form and does not indicate in the Multi-racial area their preference for affirmative


action purposes, the category “Unknown” should be checked. Flag the employee information form and send it to the Equal Opportunity/Affirmative Action Specialist. The Affirmative Action Specialist will contact the employee. The Affirmation Action Specialist will explain the reason for the request and the limitations of the system to record only one race/ethnicity for each person, and ask the employee to select which race they wish to be considered for affirmative action purposes. Also send a flagged employee information form to Equal Opportunity Specialist if employee lists a questionable category not on the list.

MARITAL CODE STANDARDS Western Washington University is not currently using religion code.

RELIGION CODE

Western Washington University is not currently using religion code.

LEGACY CODE STANDARDS

Admissions/Registrar uses this field to track First Generation applicants using an ‘F’ and Check file students (students having judicial holds) using a ‘C’. Legacy code standards are currently not being utilized by either Finance or Human Resources.

CONFIDENTIAL INFORMATION INDICATOR

This field will be entered with a check mark if the person does not want address and/or telephone number information released. When defining a population selection, it is imperative to exclude all records with a check mark for address/telephone number fields.

DECEASED INFORMATION This information will be entered for all employees, students, and alumni if available. Enter a check if employee/student/alumni is deceased. Enter date of death. Reminder: records may need to be excluded from population selection depending upon request. NOTE: Do not mark a person as deceased until all required processing have been finished (i.e., final checks issued).

DRIVER’S LICENSE INFORMATION Human Resources will maintain driver’s license information only if required for the position.

VETERAN’S INFORMATION


Human Resources will maintain Veteran information for employee’s when available.

DUPLICATE ID

Duplicate identification numbers may exist for the same entity. The actions to be taken when a duplicate number is found are dependent upon open transactions that may exist.

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