Banner Data Entry Standards

Overview

The following standard practices for Banner data entry have been developed by the Banner Coordinating Group (BCG). It is vital that employees who enter data to Banner follow these standard practices so that data remains consistent throughout the system. Even if you will only be querying data from the system, you should familiarize yourself with this information for use in the name search feature of Banner.

Information

Character Set(s)

The standard character set, specifically the Western European character set, is required for all data entry. While Banner 8 can accept and store other character sets, UO will only store Western European.

UO Identification Numbers

Since 2001, it is University of Oregon policy that Social Security numbers (SSN) may no longer be used to create new UO ID numbers. All person records are put on Banner with a generated UO ID number.

When creating a new person record, always do a name search before anything else to confirm that the record does NOT already exist in Banner. Section 5 of this document provides instructions entitled on how to do a name search.

If a record does not exist:

• Use the Generate ID function in the Key ID Block or click on the Generate ID icon in the ID creation form, FOAIDEN, FTMAGCY, FTMFMGR, FTMVEND, PPAIDEN, SPAIDEN or SAAQUIK. 
• Do the NEXT BLOCK function. The cursor will move to the last name field.
• Enter the name and commit the transaction.
• A generated ID beginning with 95 or V will be displayed in the ID field.

Full Legal Name Requirement

A number of campus offices require that the full legal name be entered in Banner: Payroll, for all employee records; Financial Aid, for all students receiving assistance; and Accounts Payable, for vendors. In addition, SEVIS regulations require that the full legal name from the passport be entered for all international students and visiting scholars. When requested, the Payroll Office uses the Preferred First Name field for display in the campus directory and on DuckWeb.

Names

Enter the name exactly as the student or employee reports it.  In general, you will capitalize the first letter of the first, middle, and last name and will use lower case for the rest of the name.  However, in some cases, the first letter of the last name is written with a lower case first letter. Capitalize as the employee or student has indicated.

For example:

• ti Reale or Ti Reale​​​​​​​
• van Houten or Van Houten

Note: First, Middle, and Last names may not exceed the field length of 60 characters.

Last names

Compound names do not require a hyphen. They should be entered exactly as the student or employee reports them.  Both parts of the name are entered in the last name field.  Possible formats are:

• Syman-Degler
• Smith Van Owen
• Joyner Kersey

Single-letter prefixes such as O or D may be separated from the rest of the surname and may or may not be connected by an apostrophe. Correct formatting:

• O'Malley or O Malley
• D'Artagnan or D Artagnan

 Prefix exceptions.  The following name prefixes do NOT require a hyphen or a space to link them to a name:​​​​​​​

• Bon
• Da, De, Del, Der, Di, Do, Du            
• El                                
• La, Las, Le, Lf, Li, Los                     
• Mac, Mc, Mt, Mte                  
• St                                
• Van, Vande, Vel, Vela, Ver, Von, Vonde, Vonder, Vander

Note: Capitalization of the initial letters of prefixes is not required.

First names

First names may not exceed the field length of 15 characters.  If the first name is two initials, enter each in upper case with a space between and no periods after initials. 

• For example: J R Gaddis

Middle names

Middle names may not exceed the field length of 15 characters.  If you only have a middle initial, enter it in upper case and do not use a period after the initial.  If there are two middle initials, enter each in upper case with a space between and no period after either initial.  Examples of correct formatting:

• John M Mitchell   
• John M V Mitchell

Titles and suffixes 

Do not enter titles (such as Dr, Sister, etc.) in Banner.  Suffixes (e.g., Jr, III) are entered in special fields in the forms SPAIDEN and PPAIDEN. Do not use periods after suffixes.

Single names

For people with a single name (e.g., Madonna, Fabio), put a period (‘.’) in the first name field and the single name in the last name field.

Addresses

Address Type

Banner has a number of Address Types as shown in the chart below. This two-letter mandatory field identifies which type of address is being entered. You can display a list of address types by doing List of Values while the cursor is located in the Address Type field.

Type	Index	Updatable in DuckWeb
BL	Address to which bills will be sent (if different from MA address)	Yes
CO	Parent/family member address, collected in admission application	No
CS	Address of second parent/family member (if different than CO address)	No
MA	Current mailing address	Yes
PR	Permanent residence	Yes
RD	Address to which diplomas only will be sent (if different from the PR address)
SH	Shipping address
UO	Campus address
VO	Vendor orders
VP	Vendor payments
VR	Vendor remittances

Validating Addresses Using CLEAN Address

Enter address, city and state in the appropriate fields.  Use the Commit function to apply Clean Address.  The address will be formatted to U.S. Postal Service (USPS) specifications, including Zip Code + 4 (e.g., 97403-5257).  If the address is not validated, try entering or changing the street type.  For example, change St to Ave for Eugene addresses.  Loop should always be spelled out. Note: Clean Address provides popup help. 

If the address cannot be validated after research, follow these instructions:

• Use upper and lowercase when entering addresses.
• Follow the USPS recommended format as closely as possible.
• Include the zip code for U.S. addresses and use the 9-character zip code if available.
• Don’t use punctuation marks.
• Use standard USPS abbreviations.

Emergency Address

​​​​​​​Enter the name and contact details of the person to be contacted in the event of an emergency on form SPAEMRG. Students and employees can also update this directly in DuckWeb.

International Students and Employees

To comply with SEVIS requirements, the mailing address (MA) should be the local street address and the international street address should be the permanent (PR).

Street Address

On PPAIDEN and for all international addresses, use only the first two lines of the Address field to provide a street address. Use up to three lines for VP or VO addresses on the finance system forms FTMFMGR, FTMAGCY, FOAIDEN, or FIMVEND.

• Abbreviate street titles (St, Ave, Blvd), numbered streets (9^th, 103^rd), and directional words (W, NE). 
• Omit punctuation: 
  • 1259 3^rd St SW     
  • 3990 N Shasta Dr
• Use PO Box for post office box numbers:  
  • PO Box 121
  • PO Box 3A
• If the address includes an apartment, list Apt information at the end of the first street address line:
  • 1988 Elm Ln Apt 71        
• If the street address will not fit on one line, put the street on the first line, and use the second line for the apartment number:
  • Line 1: 5800 Springfield Gardens Cir
  • Line 2: Apt 22
• If the address includes a rural route, use RR (not RFD or RD) followed by the route number, box number, and/or street name:
  • RR1 Crum Rd
  • RR2 Box 90

City, state, and zip code

Enter the full name of the city, the 2-letter state code, and the 5- or 9- character zip codes (e.g., 97403-5257).  A list of state codes is available by doing LIST VALUES while the cursor is in the State field.

Residence Hall Addresses

Automated mail processing machines read addresses on mail pieces from the bottom up and will first look for a city, state, and ZIP Code. Then the machines look for a delivery address.  It is especially important to keep this in mind when creating Residence Hall addresses.  

• Example A: Dorm Addresses (Carson Hall)
  • Street Line 1: 64248
  • Street Line 2: 1475 E. 15th
  • City: Eugene
  • State or Province: OR
  • Zip or Postal Code: 97403-6014
• Example B: Living Learning Center   
  • Street Line 1: 1475 E 15^th Ave Unit 65596
  • City: Eugene
  • State or Province: OR
  • Zip or Postal Code: 97403-7344
• Example C: Barnhart Hall
  • Street Line 1: 1000 Patterson St Apt #4
  • City: Eugene
  • State or Province: OR
  • Zip or Postal Code: 97401-3342

C/O or Attention To Line

• Example A
  • Street Line 1: C/O OIMB 
  • City: Charleston
  • State or Province: OR
  • Zip or Postal Code: 97420
• Example B
  • Street Line 1: Attn Fondo Tanuwidjoja
  • Street Line 2: 2250 Patterson St #65
  • City: Eugene
  • State or Province: OR
  • Zip or Postal Code: 97405

Canadian addresses

• Use the 2-letter province code in the State field. 
  • The list of state codes includes the Canadian provinces. 
• Then, type the Canadian postal code in the Zip field, leaving a space between the two parts of the code:
  • City: Vancouver
  • State: BC
  • Zip: V0K 2B0

Other foreign addresses

Leave the State field blank and use the foreign postal code in the Zip field, if available:

• City: Paris
• State: 
• Zip: 75015

County

When creating permanent addresses (PR), enter the County code for Oregon addresses. The county code in a permanent address is used to assign the geographic origin of students. Press LIST OF VALUES while the cursor is in the County field for a list of valid county codes.  Leave this field blank if the address is outside of Oregon. 

Nation

Leave the Nation field blank for addresses that have a U.S. zip code, otherwise enter a nation code. Press LIST OF VALUES while the cursor is in the Nation field for a list of valid country codes. 

Common nation codes include:

• Canada: LCA
• ​​​​​​​Singapore: QSG
• France: GFR
• ​​​​​​​Taiwan: OTW
• Japan: OJP
• ​​​​​​​UK: GGB

Processing Addresses in Banner

Check each address:

• When creating or updating an address, make a habit of scrolling through all the other addresses. If you notice there is another address of the same type, check to see if the address has expired. If it has expired, you can then inactivate it by entering the current date as the To date, and setting the status indicator to I.
• NEVER DELETE ADDRESSES!
• When a student or employee is in your office, take the opportunity to review the accuracy of each address type. Take time to explain the various options and categories of address types.

Address effective dates:

• Most of the time, you will create an address in Banner that is effective as soon as the current date defaults into the From field.  Normally you will not include a To date. The address will be effective until updated by you or another user.
• Banner also has the ability to restrict an address to a particular time period.  For purposes of this discussion, we’ll call this period the active window.
• To restrict the active window for an address, enter the dates in the From and To date fields.  Be sure to check these dates whenever you bring up an address in Banner, even if you don’t need to change them.
• Banner allows you to set up more than one address of the same address type as long as they have different active windows. 
  • Note: The exceptions are VO and VP addresses, which are allowed to have multiple addresses of the same type, without regard to effective dates.

Example A

Students tend to be nomadic, and the From and To date fields provide flexibility to meet their needs. For example, if a student says, I will be moving out of the dorm December 20^th and I don’t know where I’ll be after that.

Before Update	From Date	To Date
Mailing address 1	03-JAN-2009	blank*	PO Box 38 UOH	Eugene, OR

After Update	From Date	To Date
Mailing address 1	03-JAN-2010	20-DEC-2004	PO Box 38 UOH	Eugene, OR

Example B

If a student says, I will be in California over the winter term but will be back in my Eugene apartment March 5^th.

Before Update	From Date	To Date
Mailing address 1	20-JAN-2010	blank*	1807 Pearl St Apt 2	Eugene, OR

After Update	From Date	To Date
Mailing address 1	03-JAN-2010	20-DEC-2010	PO Box 38 UOH	Eugene, OR
Mailing address 1	20-DEC-2010	04-MAR-2010	100 Marin Ave	Vallejo, CA
Mailing address 1	05-MAR-2010		PO Box 38, UOH	Eugene, OR

Final Points to Remember (When Updating Addresses)

• Scroll through every address.
• Pay attention to From and To dates.

A blank From date can be thought of as the date for the beginning of time. A blank To date means the end of time. 

When you create a record, the From date is defaulted to the current date and the To date is blank - making the address effective forever or until such time as a To date is entered.

• Check for more than one address of the same type.
• Do NOT delete address; inactivate them.
• Do NOT update old addresses, even if they appear wrong.  Inactivate them, and then create a new address sequence.
• Validate US addresses using CLEAN Address.

Phone Numbers

Phone numbers may be entered in the following Banner forms: PPAIDEN, SPAIDEN, and SPATELE. 

Banner forms have four distinct and separate fields for data entry of telephone numbers : Area Code, Phone Number, Extension, International Access Code.

Important: Do NOT enter dashes in the Banner phone number fields.

How To Do A Name Search In Banner

When you don’t know the Banner ID for a person or company, you can do a name search to find it. Name searches are also needed to create new records in Banner. ALWAYS do a name search before creating any new Banner ID records to prevent duplicate records in Banner.

• Name searches can be done in the Banner form GUIALTI, where you can also query on birthdate, ID number, and other fields. GUIALTI is not case-sensitive, making it easier to find names with unusual spacings.
• You can also do a name search from the Key ID Block of most Banner forms. Select the List of Values function. This will take you to FTIIDEN, POIIDEN, or SOAIDEN.  You can then query on ID number or name using part or all of a name or ID number, and wildcards. 
• As an alternative, from the Key ID Block simply tab to the name field and type in the Last Name, First Name, and include wild cards as appropriate. You will automatically get a name search dialog box or actual name with Banner ID number. In many cases, this is faster.

There are two types of wildcard:  % and _ 

• When you use %, the query will search for any number of characters that may be in that space.
• Use _ in the query when you are uncertain about one character in a name.
• Any records that match your query will be listed on FTIIDEN, POIIDEN, or SOAIDEN.
• Note: Some core offices are adopting GOAMTCH as a tool to match and create records. 

How to query

If you are using the ID number to search, type in the ID you want to find in the ID number field and hit Find. If there is a match, the ID number and name will be returned. 

If there is no match, do the Cancel Query function and Exit function to leave SOAIDEN. If you don’t want to leave SOAIDEN, and instead want to do another query, do the Enter Query function and enter a new query.

To search by name, enter part or all of the last name and a wildcard (%), and part of the first name and a wildcard (%). Be sure your query conforms to data entry standards. It is best to use only the first letter of the first name and not to search on middle name, as it is often not in Banner. Below are some examples of common searches:

Example 1: Using % Wildcard

Find George Arthur Buback: 

1. Enter Buback% in the Last Name field and
2. G% in the First Name field. 

This will bring back any records whose last name begins with Buback and whose first name begins with G. 

Example 2: Using _ Wildcard

This example uses the _ wildcard to find the name Robert Jensen. The first name may be entered in Banner as Bob, and you are not sure if the last name is spelled Jensen or Jenson. Your search should look like this:

1. Enter Jens_n% in the Last Name field and
2. _ob% in the First Name field

That query will return all names that meet those criteria. The list would include the following names:

• Robert Jensen
• Robin Jenson
• ​​​​​​​Bob Jensen
• Bobbie Jensenson
• Roberta Jenson
• ​​​​​​​Toby Jenson

Example 3: Compound Names

A common query is for names that have two parts, e.g., McDonald, Van Husen, etc. The two parts may or may not be separated by a space or a hyphen, and both parts of the last name may or may not be capitalized so it is important to use wildcards in these queries. 

For example you are looking for Lori McMillan, and you don’t know if there is a space between Mc and Millan, you also don’t know if Millan is capitalized. To further complicate matters, you don’t know if Lori is spelled Lori or Laurie. For the best result the query should look like this:

1. Enter Mc%illan% in the Last Name field and
2. Enter L%r% in the First Name field

The result of this query would be to give you all configurations of this name, plus some others. Your results would include the following names:

• Lori Mc Millan
• Laurie Mcmillan
• Lawrence McMillan

Example 4: Nicknames

It is important to write your queries to accommodate nicknames. Bob is a very common nickname for Robert and it is easy to write a query to accommodate that as in the example query for Robert Jensen.  Other common nicknames and their queries are: 

• T%om% will find Tom and Thomas
•  _il% will find Bill, Billy, Billie, and William
•  Tim% will find Tim and Timothy
•  Jen% will find Jennie, Jennifer and unusual spellings like Jenafir
•  J_m% will find Jim, James, and Jamie
•  %ec% will find Becky, Becca and Rebecca (Caution: it will also find lots of other names with ec in them)
•  Su% will find Susan, Sue, Susanna, Suzanne, and Susie
•  Jac% will find Jackie and Jacqueline

Example 5: When a second search is needed

For example, you want to find the name John Kennedy. On your first search you write your query as:

1. Last Name: Kennedy%
2. First Name: John% 

and no matches are returned. 

It is possible he is in the system as Jack Kennedy, so you should do a second query as:

1. Last Name: Kennedy%
2. First Name: Jack%

You could also eliminate the first and second searches by simply writing your query as:

1. Last Name: Kennedy%
2. First Name: J%

which would return all the Kennedys whose first name starts with J (including John and Jack).

Often as a result of a query you have a long list of possible matches. To help you decide which, if any, is the one you need you can go to the form SOAIDNS which gives more detail about each record.  To do this, pull down the options menu and click on Search and Display more detail.  You will then be in the form SOAIDNS where you will need to re-do your query.  When you get your list of possible matches you can scroll through the records and view address and student information for each record at the bottom of the form.

If you find the record you are looking for (on either SOAIDEN or SOAIDNS), you can click on the Select button and you will return to the form you were on before you began the name search process (SPAIDEN, SAAADMS, etc)

Searching for non-persons

When searching for the name of a non-person (i.e. companies, agencies, etc.) restrict your searches to the Last Name field.  All non-persons have a blank first name and a blank middle name.

Entering New Ethnicity and Race Codes

Race and ethnicity information provided by students (including student applicants) and employees is entered in the New Ethnicity and Race fields on Banner forms: SPAPERS, PPAIDEN and SPAIDEN. An Ethnicity and Race Confirmed checkbox records the effective date of the data entry.

Due to changes in the federal guidelines for maintaining, collecting, and reporting ethnic data, data is no longer entered in the Ethnicity field on SPAPERS, PPAIDEN or SPAIDEN.    Additionally, D (decline to answer) and O (other) are no longer valid entries.

New Ethnicity

Students and employees are asked, Are you Hispanic or Latino?

• If this question is answered Yes, enter Hispanic or Latino
• If this question is answered No, enter Not Hispanic or Latino
• If this question is not answered, enter None

Race

If a student or employee has checked one or more of the 5 races listed, enter the corresponding 1 character race code. More than one box may be selected.  If none are selected, leave Race field blank.

• A: Asian
• I: American Indian or Native Alaskan
• B: Black or African American
• P: Native Hawaiian or other Pacific Islander
• W: White

Racial/Ethnic Subgroup

Students and employees are also given the option to write in additional racial or ethnic subgroup(s) with which they identify. If a racial/ethnic subgroup is specified, enter one or more 2 character race codes that most closely correspond to the specified subgroup(s). If no close match exists in GORRACE (e.g., German is stated as the subgroup), leave blank.

Ethnicity and Race Confirmed Checkbox

Always check this box when entering or updating New Ethnicity or Race.  Students and employees may change their ethnic and or racial identification information at any time. 

Example 1

A student applicant checks the race boxes for American Indian and Asian and enters a racial subgroup of Cherokee and Chinese.  Enter the following codes for Race.

• A: Asian
• I: American Indian or Native Alaskan
• IC: American Indian – Cherokee
• AC: Asian – Chinese

Example 2

A student applicant does not answer the Are you Hispanic or Latino? question, but enters Chicano for racial or ethnic subgroup. Do NOT go back to the New Ethnicity field and select Hispanic or Latino. This information should be entered exactly as the student or employee reports it. Enter only the following code for Race.

• HH: Hispanic – Chicano

Compliance with these data entry standards is necessary to ensure accurate data reporting to various institutional, state, and federal agencies.

Important: Do NOT modify any data previously entered in the old Ethnicity field.