Body
< !!! INTERNAL USE ONLY !!! >
Not for distribution directly to end user
Overview
Banner, as an integrated system, serves as the central repository for critical data at the Community College of Baltimore County (CCBC). This comprehensive database houses information on students, employees, and affiliated organizations, with data elements shared across various modules. To maintain the integrity, consistency, and reliability of this shared information, it is crucial to establish and adhere to standardized data entry and maintenance practices. This knowledge base article outlines the data standards for shared elements within the Banner system. By following these guidelines, CCBC ensures:
- Data Consistency: Uniform data entry across all modules
- Data Integrity: Accurate and reliable information throughout the system
- Efficient Operations: Streamlined processes and reduced data redundancy
- Compliance: Adherence to CCBC policies and procedures
Users are expected to familiarize themselves with and strictly follow these standards to uphold the quality and trustworthiness of CCBC's data ecosystem
Audience
Staff & Faculty
Procedure
I. POLICIES
DISTRIBUTION, TRAINING, DOCUMENT MAINTENANCE REQUIREMENTS
Distribution
Initially this document will be distributed to staff during training to all persons involved with the
Integrated Information System (Banner System). Distribution will also be made to any member
of the college upon request. The most current version of this Standards document will be posted
to the College’s Intranet with other policies and procedures guiding the use of IT systems at
CCBC. Announcements of changes to these standards will be distributed to managers
responsible for Banner modules for distribution to all employees working with Banner.
Training in Data Entry Standards
General navigation training will be provided to all new employees before they are given access
to the college information system. Each module manager is responsible for providing module
specific additional training to persons making entries to the Integrated Information System.
Additionally, module managers are responsible for ensuring that persons within the respective
areas with inquiry access to the Integrated Information System are trained so that they will be
able to use the system successfully.
Document Review and Maintenance
The Planning, Research and Evaluation Office and the Sr. Director, Enrollment
Services/Registrar will be responsible for convening, when necessary, a Data Standards team
to review data integrity at CCBC and to modify these standards and practices as needed to
assure data integrity at CCBC. Committee members will be extended to representatives for
stakeholders within the college, i.e. HR, Finance, Continuing education, Financial aid. The
electronic information policy and the data entry standards will be reviewed annually, or as
required by Banner System upgrades to ensure that the policy is accurate and complete.
Changes to any policies, procedures and/or changes in Banner validation tables or the Banner
processes dealing with shared data elements will be distributed to module managers.
ELECTRONIC INFORMATION POLICY
Purpose
This document establishes measures for the protection, access and use of the Community
College of Baltimore County’s Integrated Information System and equipment. It also defines the
responsibilities of all who have access to, and manage the data.
Offices may have individual guidelines that supplement but do not supplant or contradict this
document.
Data entrusted to the college or other organizations (e.g., Foundations and Government
agencies) are governed by terms and conditions agreed upon with those organizations. Specific
issues not governed by such agreement shall be governed by this policy.
Protection - Administrative Responsibility
Under the current law, certain electronic and institutional data is confidential and may not be
released without appropriate authorization. It is the obligation of college employees to be aware
of and to follow all applicable Federal and State laws concerning storage, retention, use, release
and destruction of data. Administrators are responsible to ensure that for their areas of
accountability, each information user knows his/her responsibilities under applicable laws and as
defined in this policy. Each system user shall read and understand this document before using
the Integrated Information System.
Electronic data is owned by the Community College of Baltimore County and is confidential. All
institutional data, whether maintained in the central database, or copied to other data information
systems, including microcomputers, remains the property of the Community College of Baltimore
County and is governed by this document.
Access to data is not approved for use outside an individual’s official college responsibility and in
all cases shall be used only for the legitimate business of the Community College of Baltimore
County.
Supervising administrators shall ensure a secure office environment with regard to all
institutional information systems. Administrators shall continuously validate the access
requirements of their staff according to job functions, and shall submit requests for changes to
access. Under no circumstances shall anyone use institutional electronic data (in detail or
summary) in any publication, seminar, or professional presentation, or otherwise release data, in
any form, outside the Community College of Baltimore County system without prior written
approval from the appropriate system module manager or the appropriate executive officer(s).
Data should never be stored on any information system to which access is not controlled and
secure.
As a general principle of access, the Community College of Baltimore County system data
(regardless of who collects or maintains it) shall be shared among those employees whose work
can be done more effectively by knowledge of such information. Although the system must
protect the security and confidentiality of data, the procedures to allow access to data will not
unduly interfere with the efficient conduct of its business.
Employees are not to lend or share their access codes (username and passwords) with
anyone. Supervisors will be held responsible for ensuring that this policy is never violated.
All information systems owned by the Community College of Baltimore County shall be
constructed to assure that (1) accuracy and completeness of all information system contents are
maintained during storage and processing; (2) information system capabilities can be re-
established within an appropriate time after loss or damage by accident, malfunction, breach of
security, or natural disaster; and (3) system monitoring is in place to determine breaches of
security and / or loss of data integrity. Those who use institutional data have the right to expect
the data to be accurate.
Gaining access to the Community College of Baltimore County Official Records
The following outlines the requirements and limitations for all Community College of Baltimore
County departments/divisions/schools to follow in obtaining permission for inquiry and update
access to the Community College of Baltimore County official records and to impress upon all
employees that data security is everyone’s responsibility.
To gain access to the Banner system where official college records are stored, employees must
attend Banner Navigation Training, provided by Information Technology Services. A schedule of
classes is available through the Daily Post.
After successfully finishing the class, the employee should complete a Banner Security Access
Form to apply for a username. The form should be submitted to the course trainer for
verification. The trainer will check the form for accuracy and deliver it to the Database
Administrator.
The employee’s supervisor should then train the employee on the specific Banner modules he or
she will be using. After the employee is trained, the supervisor should send an email to the
Database Administrator listing the specific forms to which the employee should have access.
The Database Administrator will then set up the required Banner access and send an email to
the employee (with a copy to the employee’s supervisor) indicating their new Banner username
and a temporary password. The email will include instructions on how to reset the password.
Upon receiving the information, the new user should sign on to the system and follow the
instructions and change the password.
Students (except those who are also full-time or temporary employees) should not be given
access to Banner.
Information Access Definitions
Two types of access can be granted to users:
1. Read-only access enables the user to view, analyze, and download, but not change,
institutional data. Once information is downloaded, data should not be changed in word
processing documents or spread sheets. Downloaded information must be used and
represented responsibly and accurately.
2. Update access provides both inquiry and update capability. Update capability is
generally limited to the offices directly responsible for the collection and management of
the data. Update access is available to administrators and users who have an
authorized need to change or add institutional data in the performance of their job duties.
Each user of administrative information is assigned appropriate combinations of read-
only and update access to specific parts of the administrative information system, as
determined by the module manager.
Module Manager
A module manager (see below), usually an administrator of the Community College of
Baltimore County’s office or department, is responsible for the proper use of that module and for
the training, access, and integrity of the data entered and reported from that module. This
manager will make data available to others for use and support of CCBC.
Before granting access to data, the module manager shall be satisfied that protection
requirements have been implemented. By approving end-user access to institutional data, the
module manager consents to the use of this data within the normal business functions of
administrative and academic offices. Access to institutional data shall not be granted unless
there is an established “need to know.” Misuse or inappropriate use by individuals will result in
revocation of the user’s access privileges.
Module managers are responsible for the integrity of data in their areas and the design and
maintenance of quality processes for the module. Module managers are also responsible for the
maintenance and control of the administrative Information System’s validation and rule tables.
Community College of Baltimore County Module Managers
- Student Sr. Director, Enrollment Services/Registrar
- Accounts Receivable/Bursar Director of Student Finance
- Finance Controller
- Financial Aid Director, Financial Aid
- Human Resources Exec. Dir. of Human Resources
- Payroll Director of Payroll Sr. Director, Finance
- General Sr. Director for Applications Development
- Alumni/Foundation Director of Advancement Services
Information Users
Individual users are responsible for understanding all data elements that they use. If a person
does not understand the meaning of a data element, he/she should consult the appropriate
module manager or training coordinator. Users should exercise due care in using the
institution’s electronic Information Systems, both the central institutional database and all
departmental systems, to protect data files from unauthorized use, disclosure, alteration, or
destruction. Each person is responsible for the security, and control of his/her own data. Each
user is responsible for all transactions occurring during the use of his/her log-in and
password and must not allow others to use their log-in or password to gain access to
CCBC data systems.
GENERAL NOTES
The pound sign (#) is not to be used in any data field. [Note: Although the # sign is preferred by
the U.S. Postal Service, BANNER does not permit its use; therefore, never use the pound sign
(#).]
Punctuation is not to be used in any data field, except prefix and suffix fields.
All data entered into a data field should be typed using title case (uppercase and lowercase
letters) using standard capitalization rules. Never use all uppercase or all lowercase letters.
Abbreviations are rarely used when entering data in the name and address fields. Only use
abbreviations when there is insufficient space in the data field to do otherwise.
Never make a change to an employee/student/vendor record without referring to policies
and procedures provided by the module managers.
DATA CUSTODIANSHIP POLICY
The following conventions govern which office makes changes to student, employee or vendor
records in the Banner information system.
IF the convention is . . . THEN this area manages the change. . .
Employee but not a Student Employee Human Resources or Payroll
(with exception of multiple ID’s see
MULTIPLE ID PROCEDURE)
Student Employee Financial Aid
(i.e., college work study, college role, GSA)
Employment Applicant and not a Student Human Resources
Student and not an Employee Sr. Director/Registrar, Shared
Services Center, Enrollment
Services Centers, Continuing
Education
Student Applicant; not a Student or Employee Sr. Director/Registrar, Shared Services Center,
Enrollment Services Centers, Continuing Education
Financial Aid Applicant and not any of Financial Aid
the above
Student Accounts Student Finance
Vendor and not an Employee and not Finance
a Student
Business and Industry Client Finance, Foundation or
Continuing Education
Alumni Alumni Office
ID AND NAME CHANGES
ID or Name changes will be permitted provided that the appropriate change request form has
been completed and appropriate documentation submitted. These changes will be made by the
appropriate data custodian (see data custodianship policy).
Search First – Very Important - GOAMTCH
All staff must conduct a thorough search to prevent entering a duplicate record.
Before creating a new record for a person or organization, an ID and name search must be
conducted to make sure the person or organization does not already exist in the Banner
database.
NOTE: The LDAP username for students is the significant digits of the 900 number
preceded by some number of characters of the last name to make up a userid of not more
than 9 characters. This is generated automatically when the student is entered into
Banner.
MULTIPLE ID CORRECTIONS
When a multiple ID is detected (or suspected), inform the Module Manager from one of the
areas to determine necessary corrective measure: Student System, Human Resources,
Payroll.
IDENTIFICATION NUMBERS
When a student or company ID is located, through searching to find the common match,
or through generating an ID, that number is attached to all appropriate Banner forms.
Banner holds SSN’S and Fed ID numbers in separate tables.
Identification Number Standards
Persons and Nonpersons. A system generated ID consists of a unique nine digit number
Example: 922864356
901234567
900033481
993256696
The system generated number will be used as ID number for students and employees of CCBC.
Vendors - the FIN (Federal Identification Number) will be used. If a FIN number does not exist,
the proprietor’s Social Security Number will be used. Business donors to the Foundation must
also have a FIN or SSN in order to prepare 1099’s.
A system generated number will be used to identify Business and Industry clients (if the client is
not also a vendor).
Note: Do not enter dashes. Do not attempt to assign an identification number. The
system keeps track of the sequence of system generated numbers and automatically
assigns the next one-up number.
II. STANDARDS
NAME STANDARDS
Name changes should be made in accordance with the data custodianship policy
previously addressed. (e.g., IA name type changes should only be made by the
Advancement office, MA is completed by Registrar’s Office, Shared Services Center, and
Enrollment Services Centers)
LAST 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 spelling and format of the last name, using
standard capitalization rules.
Hyphen may be used to separate double last names (sometimes used in ethnic names or by
persons who wish to utilize their maiden and married names). However, if there are two last
names unhyphenated (e.g., Monica Lou Creton Quinton, Monica would be input as the first
name; Lou would be input as the Middle Name; and Creton Quinton would be input as Last
Name).
Apostrophe may be used in such names as O’Leary, O'Connor, etc.
The period is only used in the persons last name for “Jr.” and “Sr.” Commas and the pound
sign (#) are never used.
Space is permitted if the legal spelling and format of the name includes spaces. Examples:
Mc Donald
Mac Phearson
La Pine
St John
Van Husen
De La Rosa
Van der Linden
Anderson Johnson
Do not use titles, prefixes, and suffixes in the last name field. Examples: Dr., Mr., Mrs., CPA,
etc., should never be entered in the last name field. Jr., Sr., III are NOT considered suffixes as
they are part of a person’s legal birth last name.
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. A “First Name” is a required piece of information. However, if the first name is
unavailable the data entry standard will be to enter the first name as “Student” (without quotes).
Hyphen and/or apostrophe may be used.
The period is not used in a person’s first name.
Single Character First Names should be entered without a period. In those cases where a
single character is designated as first name and followed by a middle name, place the single
character in the first name field and the middle name in the middle name field.
Comma and the pound sign (#) are never used.
Space is permitted for double first names (i.e., Mary Ann, Bobby Joe).
MIDDLE 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 middle name or middle initial using
standard capitalization rules. If no middle name exists, leave field blank (do not enter the word
“None” if there is not a middle name).
Hyphen may be used to separate double names.
Apostrophe may be used.
The period is never used in a person’s middle name.
Comma and the pound sign (#) are never used. Space is permitted between multiple middle
names (example Mary Ann).
PREFIX
All information is to be entered using title-case format (uppercase/lowercase letters). Never use
all uppercase or all lowercase letters. Use standard capitalization rules. Punctuation is to be
used in prefixes.
SUFFIX
All information is to be entered using title case format (uppercase/lowercase letters). Never use
all uppercase or all lowercase letters. Use standard capitalization rules. Punctuation is to be
used in suffixes. Clarification of the Suffix Field: A Suffix is something that is acquired (i.e.,
Ph.D., CPA, etc.) and not part of the legal name. (In contrast Jr. is legally part of the last name
and in this example would be entered in the last name field.)
PREFERRED FIRST NAME
CCBC implemented a preferred first name policy that allows students to indicate their preferred first
name regardless of whether they have changed their legal name. The preferred name will be used for
CCBC email, faculty class roster, CCBC student ID cards, Blackboard and the student portal. The
preferred first name will NOT appear on transcripts, SIMON class rosters, tax, billing or financial aid
information.
Enter the information into the preferred name field (i.e., S Paul Smith). If Paul is what the person goes by,
then Paul would be entered. All information is to be entered using title-case format (uppercase/lowercase
letters). Never use all uppercase or lowercase letters. Enter the legal spelling and format of the preferred
first name, using standard capitalization rules. If no preferred first name is given, leave the field blank.
LEGAL NAME
Legal Name field is not used at the Community College of Baltimore County.
NON-PERSON NAME/VENDOR
All information is to be entered using title-case format (uppercase/lowercase letters). Never use
all uppercase or all lowercase letters. Enter the vendor’s name using standard capitalization
rules.
Hyphen may be used to separate double names.
Apostrophe may be used.
The period is not used in an abbreviation in a company’s name (i.e., F & F Securities).
Comma and the pound sign (#) are not to be used.
Spaces are permitted between multiple names.
Ampersand - Use only when part of a formal name (Baltimore & Ohio Railroad); use “and” in all
other cases.
Abbreviations are allowed for Co, Corp, Ltd, or Inc when used after the name of a corporate
entity. All other forms of abbreviations should not be used for the corporate entity name. No punctuation should be used.
Acronyms - Companies who are recognized by their acronyms should be entered using their
acronym (i.e., ITT, IBM). Use no spaces or punctuation between letters. Companies that are
not commonly recognized should not be entered using acronym such as U of B (the correct
entry would be University of Baltimore).
Government Offices - State and County departments and agencies should be entered with
the State or County as the vendor. Each department or agency should be listed as a
separate address sequence.
Example: State of Maryland Department of Revenue
Vendor State of Maryland (would be entered as the vendor name)
Address Sequence 1 Department of Revenue
Address Sequence 2 Department of Transportation
Address Sequence 3 Department of Taxation
ADDRESS STANDARDS
Banner permits multiple addresses to be entered for a person or vendor. The use of each
address type must be strictly defined so that conflicts do not arise among the various functional
areas (admissions, enrollment services centers, registrar’s office, continuing education, shared
services center, financial aid, student finance, human resources, payroll, accounts payable,
purchasing, alumni, etc.). Because name and address data are viewable and sometimes shared
by multiple areas, procedures are needed to ensure areas make address changes only under
certain conditions based upon the classification of the person or vendor. Address changes
should be made in accordance with the data custodianship policy previously addressed (e.g., IA
address changes should only be made by the Advancement Office)
In addition, there are some restrictions in Banner on how addresses can be used within each
system. The student system permits an address hierarchy to be used when printing reports.
The Finance system can have multiple entries for the same address type, distinguished with
sequence numbers. This allows for multiple locations for a single company. And, finally, the
Human Resource system can only use one address type when generating checks.
Effective, Spring 2019, CCBC implemented Clean Address Runner technology in SPAIDEN
and GOAMTCH for MA, CE, and HR address types for the Banner Admin Pages. Clean
Address validates an address against the Unites States Postal Service database to ensure
accuracy. It also automatically corrects address formatting to comply with the CCBC Banner
Data Standards.
Address Hierarchies First Second Third Fourth
Student billing (invoices and statements) MA CE
Grade letters, i.e. Dean’s List MA
General correspondence MA
Financial Aid letters (Credit) MA
Financial Aid letters (CE) CE
Admissions accept letters MA
Paychecks and W2s HR
Third-party billings BI BU
Student Refunds – Credit MA CE BI BU
Student Refunds – CE CE MA BI BU
Advancement Alumni and Foundation IA MA HR
Address Types
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Code
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Description
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Explanation of Use
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Data Custodian Office
Note: Changes can only be
made by the assigned Data
Custodian Office
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BI
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Third Party
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Sending bills to various entities who will pay on behalf of specified students.
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Finance
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BU
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Business
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Business address used by Purchasing and Accounts Payable Departments
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Finance
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CE
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Continuing Education
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Mailing address for CE students, (i.e. general correspondence, grades, etc.)
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Continuing Education
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EM
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HR Emergency Contact
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Used by Human Resources
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Human Resources
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FA
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Financial Aid
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Internal – used to code FTP Partnership students only
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Registrar’s Office/Shared Services Center (FA letters only)
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FO
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Foreign Address
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Used by Intern.Student Services
Offices, Shared Services Center,
Registrar’s Office and Enrollment
Services Centers for students.
(Prior to enrollment-once enrolled
MA is entered).
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Student
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HR
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Employee
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Employee address. Because the HR
system does not have an address
hierarchy, it may be the same as the
MA if the employee is also a student
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Human Resources/Payroll
Office
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IA
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Institutional
Advancement
Main
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Used by Institutional Advancement for Main address |
Institutional Advancement
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IB
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Institutional
Advancement
Business
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Used by Institutional Advancement
for Business address
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Institutional Advancement
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IS
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Institutional
Advancement
Secondary
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Used by Institutional Advancement
for Secondary address
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Institutional Advancement
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MA
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Mailing
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Mailing address for credit students
(i.e. general correspondence, etc.)
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Student
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RT
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Retirees
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Mailing address for retirees
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Human Resources
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WK
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CCBC Work
address
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Used for internal tracking only
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Human Resources
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STREET
All information is to be entered using title-case format (uppercase/lowercase letters). Never use all uppercase or all lowercase letters. Enter the address using standard capitalization rules. As a general rule abbreviations should not be used unless there is insufficient space in the data field to do otherwise.
Punctuation is seldom used.
Hyphens, periods, and slashes may be used when needed for clarity or designated fractions. Commas, the pound sign (#), and apostrophes are never used. 15 The ampersand (&) should be used. Do not spell out the word “and.” “In care of” should be entered as c/o. Do not use the percent sign (%) or spell out “in care of.”
Secondary Address Unit Designators
If the address is multi-unit apartment or building, place the room, suite, or apartment number to the right of the street address. If the secondary unit designator is not provided and only a # along with the number is provided (i.e., 3454 N Jones #4, remove the # and see example below). Although the # sign is preferred by the U.S. Postal Service CCBC doesn’t use it.
Information Given: Data Entry Format (Banner):
392 Rd. 392 Road
101 ½ Main St. 101 ½ Main Street
289-01 Montgomery Ave 289-01 Montgomery Avenue
3454 N. Jones #4 3454 N Jones No 4
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 in the second line. The main address (MA) is the mailing address.
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Information Given
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Mailing Address
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Dr. John F Smith
Evergreen Building
1379 NW Pine
PO Box 2351
Portland OR 97203
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Dr. John F Smith
1379 NW Pine
PO Box 2351
Portland OR 97203-2351
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CITY
All information is to be entered using title-case format (uppercase/lowercase letters). Never use
all uppercase or all lowercase letters. Enter the address using standard capitalization rules.
Abbreviations should be used only when there is insufficient space in the data field.
COUNTY
Three letter county codes should be entered for all addresses (if known). These codes are
provided within Banner using the County Code Validation Form (STVCNTY). (Select List Field
Values to display validation table.) They are also provided below for reference.
County Codes
MAL Allegheny MHO Howard
MAN Anne Arundel MKE Kent
MBA Baltimore County MMO Montgomery
MBC Baltimore City MPG Prince George's
MCV Calvert MQA Queen Anne's
MCN Caroline MSM Saint Mary's
MCA Carroll MSO Somerset
MCE Cecil MTA Talbot
MCH Charles MWA Washington
MDO Dorchester MWI Wicomico
MFR Frederick MWI Wicomico
MHA Hartford MWO Worchester
XXX Not Maryland MGA Garrett
DNC New Castle - DE
DWI WIlmington - DE
PYO York - PA
PLA Lancaster - PA
VAL Alexandria - VA
WBS Berkley Springs - VA
STATE
Two letter State codes must be entered for all U.S. addresses. These codes are provided
within Banner State/Province validation table.
ZIP CODE
ZIP codes MUST be entered for all U.S. and Canadian addresses. [Note: If the Zip code Table,
GTVZIPC, is populated with postal code information the entry of the zip code will default City,
State, County, and Nation data elements into the appropriate fields.] If zip code crosses county
boundaries use www.usps.com.
A Hyphen must be entered when the entire nine-digit ZIP code is available. If the last four digits
are unavailable, enter the first five digits in the first five positions of the field without the hyphen.
Examples: 97203
97203-5798
NATION
Note: Enter a Nation code only if it is outside the USA.
INTERNATIONAL ADDRESS
Enter the six-digit international PIN number (without hyphens) to the right of the city on the
second address line. DO NOT enter the PIN number in the ZIP code field. In the event the PIN
number will not fit to the right of the city because of space, enter the city on the third address line
and enter the PIN number in the city line.
Example Name: Nathan Greene
Address: 1122 Mapleleaf Street
City: JOP HI3 London
State:
Zip:
Nation: England
MILITARY ADDRESS
Enter the APO or AFO code into the CITY field.
In the State Field enter:
- AE - Europe, Middle East, Africa, Canada (ZIP-09nnn)
- AP - Pacific (ZIP-96nnn)
- AA - The Americas (excluding Canada) (ZIP-34nnn)
Example Name: Alice VanFrogulemen
Address: HHB 6th Battalion 43rd Box 72
Air Defense Artillery CMR 417
City: APO
State: AE
Zip: 09602-8802
Nation:
ADDRESS DATA ENTRY STANDARDS - SAMPLES
Address Information Given: Data Entry Format (Banner):
Edward Andrew Neary (Ed) Edward Andrew Neary
1807 Glenwood St. NE 1807 Glenwood Street NE
Palm Bay FL 32907 Palm Bay FL 32907
Bader H. Alkhalifa Bader H Alkhalifa
% Aramco P.O. Box 9239 c/o ARAMCO
Dhahran 31311 PO Box 9239
Saudi Arabia Dhahran 31311
Saudi Arabia
Carly Jean Rohrig Carly Jean Rohrig
6762 33 Ave N 6762 33 Avenue N
St. Petersburg Florida 33710 St Petersburg FL 33710
Daniel Frederick Doroban (Dan) Daniel Frederick Doroban
2852 Snead Court 2852 Snead Court
Melbourne FL 32935 Melbourne FL 32935
Susan Therese O’Neal Susan Therese O’Neal
226 E. Fee Ave 226 E Fee Avenue
Melbourne FL 32901 Melbourne FL 32901
TELEPHONE STANDARDS
Banner permits multiple telephone numbers to be entered for a person. The use of each telephone type must be strictly defined so that conflicts do not arise among various functional areas.
Effective December 2014, 4 telephone codes will be used. Refer to the chart below:
Telephone Type Codes
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Note: Changes can only be made by the assigned Data Custodian Office
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Used if no cell is available
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Used for emergency contacts
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Identify CCBC staff office phone numbers
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Used for account receivable
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Used for accounts payable
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Used for non-people entities
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TELEPHONE NUMBERS
The telephone number is presented in a three field format.
Area Code
The area code must be entered for all phone numbers in the designated field.
Phone Number
Enter the number without inserting a hyphen, spaces in the designated field.
Example: 2837300
5741386
Extension
If an extension number is provided, enter only the digits of the extension. Do NOT enter EXT or X into the extension field.
E-MAIL STANDARDS
Banner permits multiple e-mail addresses to be entered for a person. The use of each e-mail type must be strictly defined so that conflicts do not arise among various functional areas.
E-Mail Type Codes
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Note: Changes can only be made by the asigned Data Custodian Office
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Accounts Payable Direct Deposit
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DATE STANDARDS
All dates MUST be entered in the format of DD-MON-YYYY. (Note: the current i.e., today’s date may be entered by keying in a “t” and pressing enter.)
Example:
January 17, 1997 becomes 17-JAN-1997
December 1, 2002 become 01-DEC-2002
Hyphens must be used between Day-Month and Month-Year.
GENERAL PERSON INFORMATION
GENDER CODES
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Description: A male person, man or boy
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Description: A female person, woman or girl
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Description: Use N when the information is not available or if the gender cannot be determined by the name (i.e., Toby, Pat, Terry, etc.)
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Note: All employees MUST BE classified as male or female. “N” is not an allowed entry in Banner for an employee. The use of “N” must be minimized in student records as well; additional research must be made to determine gender code.
SOCIAL SECURITY NUMBER
This field is required and must be completed for employees, students who are financial aid applicants/recipients or employed by the college. Enter the entire nine-digit number, omitting dashes. (Note: the social security number is not used as the student identification.) Do not enter the 900 number, % or all 0’s.
Example: 123456789
544905332
DATE OF BIRTH
The Date of Birth is required for employees and students.
Note: When a date is required, but none is available, Human Resources uses the holder code date (01-JAN-01) to allow processing an employee. This is done on a limited basis.
Periodically, records containing this date will be identified and corrected.
CITIZEN TYPE
Citizen type is required for all students and employees. Enter the correct code.
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Member of the United States, owing service to it and having attendant political rights.
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Nonresident- a person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.
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ETHNICITY – Beginning Fall 2010, new race/ethnicity standards information was implemented to comply with U. S. Department of Education regulations. This information is collected for all students and employees.
New Ethnicity Information:
Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
Not Hispanic or Latino origin
Hispanic or Latino
None
Race Categories (multiple categories can be selected).
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A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
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A person having origins in any of the black racial groups of Africa.
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A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam
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Am. Indian or Alaska Native
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A person having origins in any of the original peoples of North and South America (including Central America) and who maintains cultural identification through tribal affiliation or community attachment.
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Native Hawaiian or Other Pacific Islander
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A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands
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MARITAL CODE
Human Resources will collect and maintain this information for benefit purposes.
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Once married but now legally divorced
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Legally married but living apart
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Legally married and spouse is deceased
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Information not available
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RELIGION CODE
At this point in time a Religion Code is not used by CCBC
EMERGENCY CONTACT
An emergency contact identifies a person with whom CCBC can contact ICE when an emergency occurs.
LEGACY CODE
A Legacy Code identifies a relative with whom CCBC had or has a relationship. For example, if your mother is an alumnus of one of the colleges, your legacy would be mother. This field is optional. If information is available, it may be entered.
CONFIDENTIAL INFORMATION INDICATOR
This indicator will be checked when an individual has completed the disclosure form to prevent any information, i.e., directory, from being released.
DRIVER’S LICENSE INFORMATION
Human Resources will maintain driver’s license information only if required for the position.
DECEASED INFORMATION
The indicator will be checked for an individual and deceased date entered. (Submission of the obituary or other valid proof for the student is forwarded to the Registrar’s office to update).