Banner Data Standards

Banner Data Governance

Banner Coordinators Group

This group of administrative Banner users facilitates the consistency, integrity, and interoperability of Ellucian Banner system data (including HIS) used by functional areas: Advancement, General, Finance, Human Resources, Financial Aid, and Student.

Schedule

Banner Coordinators meetings are held the first Wednesday of each month. At least one representative from each functional area should attend every meeting.

Procedure

The Banner Coordinators make recommendations to Administrative Computing staff related to data in, information about, and issues related to Banner data that affects more than one administrative area. Administrative Computing staff creates an agenda from the items raised by the Banner Coordinators and facilitates the discussion of the agenda during Banner Coordinator meetings.

Members

The Banner Coordinators group contains representatives from each functional area of the University. Additional members may be added as needed by request and approval of the Banner Coordinators.

Maliha Zaman, executive director of institutional effectiveness and chief data officer

Decision Making

The Banner Coordinators group is an administrative body of the University that determines best practices, policies, and data standards for Banner data. Participation from all functional areas is critical. Questions, concerns, and/or requests are submitted to Administrative Computing staff who create an agenda of topics for an upcoming Banner Coordinators meeting. The Banner Coordinators group discusses the agenda items and determines the appropriate actions to resolve each item. If for some reason a consensus cannot be reached, then the Executive Vice President and Chief Operating Officer decides what action, if any, is appropriate.

Responsibilities

Banner Coordinators’ responsibilities include, but are not limited to the following:

• Informing the Hollins University Banner user community about decisions relating to and affecting other functional areas.
• Resolving Banner data issues that affect multiple administrative systems and/or functional areas.
• Establishing and/or revising data types such as address types, e-mail addresses, name standards, or other standard data entry elements.
• Establishing, maintaining, and distributing data standards

Documentation

Associate Director, Enterprise Systems will ask for agenda items and distribute them via email and record the meeting on Teams. They will also call for items of inclusion to the agenda for discussion prior to the meeting date.

Banner Coordinators will keep their respective supervisors and relevant direct reports informed of decisions made within the Banner Coordinator meetings.

Use of Special Characters

Avoid the use of special characters as they may cause confusion because they can also represent mathematical instructions. The general rule is to spell out all values where possible; however, if a special character is necessary, it must be used without leading or trailing spaces.

• Use c/o to indicate an 'in care of' situation.
• Only use punctuation in names or addresses when it is a part of the official name.
• All data should be entered using mixed case (uppercase and lowercase) and standard capitalization rules.
• Name and address lines should be no longer than 4 lines of information (name line, 2 address lines, and the city/state/zip line).

Commas, and double " and single ' quotes may cause problems in GLBDATA , GLBLSEL , and GLRLETR. The Banner data extract feature can also have problems with data containing double " quotes. Also note, period "." in letter generation can cause a double space issue.

Examples:

Quick Codes

Quick codes are used across all Banner systems as a part of the General system. Hollins uses the following quick codes:

• AP / AM - Advancement
• F - Finance
• S - Student
• HR - Human Resources
• R - Financial Aid
• T - Accounts Receivable
• G - General

Code Key

https://it.eku.edu/support/banner-naming-conventions-banner-objects

ID Number Standards

Before any student, employee, or vendor is added to the Banner system, a thorough search for an existing record must be performed. All functional areas must conduct this search to ensure no duplicate records are created.

The following information applies to ALL systems:

• All constituent records (person and non-person) require an identification number, which is a system generated, unique nine-digit string beginning with A, 0, or @ . The social security number search is the Alternate ID Search (SSN/SIN/TIN) listed when searching for a person on any "_PAIDEN" form (e.g., APAIDEN, PPAIDEN, or SPAIDEN, SOAIDEN)
• If an ID is unknown, or if a search reveals no records, search for the person’s name using the first few letters of each name followed by the wildcard (%). Also search for common alternate spellings of the name as a record might have needed to be entered with limited or incorrect data.
• Employees are required to supply their social security number. The social security number will only be entered on SPAPERS. Banner ID aka SPRIDEN_ID will always be a system generated ID.
• Vendors and businesses associated with the university submit a complete, signed W-9 form listing their nine-digit federal taxpayer identification number or the proprietor’s social security number. Banner ID will always be a system generated ID.
• Each area is responsible for entering accurate data into Banner that adheres to the Hollins University data standards because the data is used by other functional areas, third-party systems, and established reporting practices.

Third-Party Vendors and Software

Any data which is uploaded into Banner from third-party vendors or software must adhere to the Hollins data standards.

Name Standards

Upper- and lower-case letters should be used in accordance with standard capitalization rules. Punctuation such as hyphens and dashes are allowed in addresses. It is best to avoid all punctuation. Punctation does not include special characters needed for individual names. When possible, names should be spelled, use correct characters and punctuation to recognize the importance of a name to someone’s identity. See Section 07 for specific rules relating to addresses. 

First and Middle Names

Spell out the full first and middle names when possible. If an initial is required, do not use a period. Banner allows 60 characters per field for first and middle names. If an individual uses an initial with a second name as a first name, enter both under first name, and a space in between the initial and the second name (e.g., G Gordon). It is recommended to add the second name as a preferred name.

Last Names

Always enter the entire last name. Banner allows 60 characters for last names. If the last name is longer than the 60 displayed characters enter as much as possible, then enter the entire name in the Comment Form.

For SPACMNT 

• For Comment Type, enter LST.
• For Originator enter your area originator code. You can use List.

Names which begin with prefixes such as Mac, De, Van, etc. Should be spelled in the last name field exactly as given to ensure correct spelling for output such as mailings.

Prefixes and Suffixes

Do not use punctuation (ex. Mr and Mrs / Ms / Jr / Miss / Mrs / Mr / Rev / II).

Company Names

Company names follow the same formatting as names for individuals above. This includes the exact usage of abbreviations (Co, Inc, etc.) but without punctuation.

Address Standards

Use upper and lower case in all addresses.

Banner stores addresses and phone numbers according to type. See Appendix B for lists and descriptions. Appendix C lists and describes phone types. Banner requires there be only one active address for each address type on the system.

Domestic Addresses

Street, Road, etc.

See Appendices, B, G, H, and I as abbreviations.

Apartment, Floor, Room, Suite

Include these in abbreviated form: Apt, Fl, Rm, Ste on the same line as the street address. If the street address line is still too long to do this, abbreviate the street, road, etc.

If the street address is still too long, put the entire number on the first address line, above the street address:

Ste 1025 123456
Northeast Kentucky Industrial Parkway

Cardinal Directions

Abbreviate all cardinal directions:

50 S Bond St

Abbreviate ordinal directions (NE, SW) as two letters with no periods and no space. 

17 NE Bail Rd 

In Care Of

Abbreviate "In Care Of" as c/o. Place it on the first address line: 

c/o Elvis Presley 123 Graceland Boulevard

Box Numbers

Abbreviate "Post Office" with no space: 

PO Box 535

If an address includes both a PO Box and a street address, put the PO Box on the the line below the street address (address line just before city, state, zip line is where the post office will deliver mail).

23 Damon Runyon Road PO Box 535

Enter a rural route (RR) and a box number on the same line. 

RR 2 Box 77

City Names

Treat city names as follows:

• Do not abbreviate city names unless required by space limitations.
• Spell out cardinal/ordinal directions and the words Fort and Saint when they are part of a city’s name when space allows.

An easy way to enter city, state, and zip information (in most cases) is to move to the zip field with NextPrimary Key (CTRL+K), type the zip and press `Enter`. City and state will default in.

Telephone Numbers

Enter the entire phone number, including the area code and an extension when it is available. Do not use hyphens or parentheses to separate the numbers. Banner separates the area code and extension with spaces automatically.

International telephone numbers must be entered on SPATELE by putting “FOREIGN” under Phone Number and the entire phone number under International Code Country City field (do not use hyphens or spaces).

Zip Codes

Standard is zip code + 4.

Foreign Addresses

Always leave street line 3 blank on foreign addresses or the address will not fit on printed labels due to line restrictions related to printing the country name.

Zip Codes must go on the same line as city (never put in zip code line). Only use Zip code line for US and Canada. The country must be entered on all address types.

International Telephone Numbers

Enter the entire phone number in the International Access Banner field with the appropriate address type on the Telephone Tab of SPAIDEN, APAIDEN, or SPATELE according to the following guidelines:

• Enter the number without the leading 011 US exit access code, hyphens, spaces, dashes, or any other special characters.
• Country code (1-3 digits) first, followed by the country's area code (2-5 digits), and phone number (4-8 digits). Please refer to this website when needed to confirm the proper country code for international phone numbers received.
• Calling Bermuda, Canada, Jamaica and some other territories is like a domestic long-distance call within the US, (i.e., 1+area code +phone number) so those countries’ numbers must be entered in the Area Code and Phone Number Banner fields and not the International Access field.
• Since US cell phone numbers can travel internationally, there may be instances where someone will have an international address but a US phone number. In that case, please enter the phone number in the Area Code and Phone Number Banner fields.

Address Maintenance

Because the entire institution uses addresses, with different departments sharing address information, correct addresses are important to us all. Since many users can change information for any Banner record, it is essential to adhere to the rules for proper address type usage. All address changes for a given address type must be made by the office responsible for that address type.

Banner stores addresses and phone numbers by type. All addresses must be associated with a type. Appendix C defines the address types used in Banner.

Expiring Addresses

A second address of the same type cannot be entered without expiring the existing address, excluding MA addresses. An address is expired by entering the date after which the old address is no longer valid as well as the date on which the new address becomes active. The expired address should be marked as “Inactive”. When changing the address on an existing address record, be sure to change the "effective from" date to the date on which the change was made.

Banner records the name of the user who changed an address. Questions about a specific address change should be directed to that person or that person's department.

HR address should only be changed by Human Resources. MA address should only be changed by the Registrar's Office. Please contact the appropriate office to change one of these two address types.

Student Status Codes

AS = Active Status
Active Graduate and Undergraduate Students

IS = Inactive Status
Undergraduate Students and Horizon on approved leave of absence

IP = In Progress
Graduate and Horizon Students (they “come and go” at will.)

DP = Degree Pending (Registrar’s use only)
Have met their degree requirements and are not on campus prior to graduation (i.e., An undergraduate student completes their degree at the end of short term, then for spring term we would use the code DP) or will graduate and this code is entered into the graduation term (05) for easy data retrieval.

GR = Graduated
Query graduated status at the 01 or the 05 terms.

Level Codes

There are two levels of study for students in Banner, graduate and undergraduate. All students must be enrolled in one level or the other.

Undergraduate = 01 
The Office of Student Affairs maintains level 01.

Graduate = 02 
The office of Graduate Studies maintains level 02.

Rate Codes

Undergraduate (01) Rate Codes

• UNDER - any traditional undergraduate student seeking their degree from Hollins University
• AH - Adult Horizon, any student over 25 or who has been out of school more than 4 years who is seeking an undergraduate degree from Hollins University
• SPEC - anyone who has a high school diploma (but not a BA degree) who wishes to take one or more courses at Hollins (male/female, often employees)
• HS - HighSchool students wishing to take a course at Hollins (male/female)
• SUMS - Special Sum Advantage Program
• VIS - Visiting student
• VIS-B - Visiting student Beaver College
• VIS-C - Visiting student - 7 College Con
• VIS-F - Visiting student - foreign / international
• VIS-I - Visiting student Ireland cons
• VIS - Any visitor not affiliated with one of our exchange/consortium programs who is currently enrolled in a degree seeking program at another U.S. institution (male or female). Generally used for visitors attending our abroad programs.
• VIS-J - VisitingStudent from our Japan consortium program
• VIS-M - Visiting Student from U.D.L.A. (Mexico) consortium program
• VIS-W - Visiting student participating in the Ruben Writing Program

Visitors (in general) are defined as any student currently seeking an undergraduate degree from another institution, attending Hollins (or one of its abroad programs) for one or more semesters. They may be male or female.

Graduate (02) Rate Codes

• CAS - Certificate of Advanced Studies, post masters degree
• CBWIH - Ch Book Writ & Illus MFA
• CHLIT - Masters Degree (MA) in children’s literature
• CHLTH - MastersDegree (MA) in children’s literature
• CLBWI - Ch Book Writ & Illus MFA
• CLMFA - Children’s Literature MFA CMFAH - Children’s Literature MFA
• CREA - CreativeWriting MFA (original (statistical use only)
• CREA1 - Creative Writing MFA (Odd Years)
• CREA2 - CreativeWriting MFA (Even Years)
• DANCD - Dance MFA Low Residency (Duke)
• DANCH - Dance MFA High Residency (Hollins)
• DANCS - Dance MFA Three-Year
• DANDH - Dance MFA Low Res
• DANHH - Dance MFA High Res
• DANSH - Dance MFA Three-Year
• ENGL - Masters Degree (MA) in English and Creative Writing (statistical use only)
• FILM - Screenwriting and Film Studies
• FILM2 - Film MFA
• FILMH - Screenwriting and Film Studies
• FLM2H - Film MFA
• MALS - Master of Arts Liberal Studies, students seeking a master’s degree
• MALSH - Master of Arts Liberal Studies, students seeking a master’s degree
• MAT - Master of Arts in Teaching, designed for students who have a BA degree and have taught school for 3 or more years
• MAT2 - Master of Arts in Teaching, students seeking certification
• MAT2H - Master of Arts in Teaching
• MSEDUH - Special — MAT
• PBC - Post Baccalaureate Certificate
• PSY - Psychology — Graduate
• PW - Playwriting MFA
• PWH - Playwriting MFA
• SCAS - Special CAS, non-degree program for students who have completed their master’s degree and are taking courses for general interest (non-degree seeking)
• SCHIL - Child Book Illustration—Cert
• SCNPD - New Play Directing—Cert
• SCNPP - New Play performance—Cert
• SEDUC - Teacher Certification (working on this at this time), non-degree seeking students who have their BA degree and are being certified for teaching (loan eligible) 
• SMALS - Special MALS, non-degree program for students who have completed an undergraduate degree and are taking courses for general interest (non-degree seeking)
• SFILM - Special Student studying in the Screenwriting and Film Studies Program (non-degree seeking)
• SMALS - Special Student taking courses in the MALS program (non-degree seeking).
• SPC - Special — Post Certificate
• STCH - Special-CAS for Teaching
• STCH2 - Special-CAS for Teaching
• SVT-Special—Virginia Tech

Term Codes

Term codes always begin with the calendar year, followed by the month the term begins.

YEAR+01 = Short Term
e.g., 202201 (January) and Graduation Term for those students who completed their degree requirements OCTOBER 1st.

YEAR+02 = Spring Term
e.g., 202202 (February)

YEAR+05 = Graduation Term e.g., 202205 (May)
This term is one day in length and is used only to identify those students who graduated. This is for data retrieval. Some students go directly from one program into another and there was no easy way to look at a student record to see when/if they graduated.

YEAR+06 = Summer Session e.g., 202206 (June)

YEAR+09 = Fall Term e.g., 202209 (September)

999999 = End of time (Banner default)

000000 = Beginning of time (Banner default)

Campus Codes

Hollins has several consortium agreements as well as study abroad programs. Students participating in one of these programs will be identified with the appropriate campus code for the term(s) they are abroad. These students are active, are counted in enrollment reports, and included in statistical reports. They may also be eligible for financial aid.

Emergency Contacts

Two emergency contacts are allowed. The Priority field determines the primary contact. Enter 1 or 2 in the priority field. Enter the contact's name and address information using the standards defined in this document. Enter a valid relationship code.

Reporting

All documents with PII (personally identifiable information) must be protected from loss, theft, or misuse while supporting the Hollins University mission. When reporting to external agencies, the end user must confirm that it is permissible to supply the agency with PII. Data reported to external agencies must be loaded to a secured site/server. PII should never be sent in an email or stored on a shared drive or local hard drives of end users.

End Users will develop reports on using the TEST systems for each reporting tool. Current reporting tools are BIQuery, Oracle Discoverer, and Orbit Analytics.

Commonly Used Forms

General Information

SPAIDEN, PPAIDEN, APAIDEN
Identification Forms - SPAIDEN = student, PPAIDEN = employee, APAIDEN = advancement

SPAPERS
General Person Form 

GOAEMAL
E-Mail Address Form

SOAHOLD
Hold Information Form

Student Forms

SGASTDN
General Student Form 

SFAREGQ
Registration Query

SGAADVR
Multiple Advisors Form 

SHADGMQ
Degree Summary Form

Faculty Forms

SIAASGQ
Faculty Schedule Query Form

Advisor Forms

SHACRSE
Course summary form

SHASUBJ
SubjectSequence History form 

SHATERM
Term Sequence Course History form 

SHATRNS
Transfer Course Form

Course Forms

SSASECQ
ScheduleSection Query Form 

SFASLST
Class Roster Form 

SFRSLST
Printing of Class Rosters

Appendix A - Standard Address Abbreviations

Appendix B - Address Record Types

 Appendix C - Name Prefixes and Suffixes

Name Prefixes

Name Suffixes

Appendix D - Company Name Abbreviations

Appendix E - Secondary Street Abbreviations

Appendix F - Pre- and Post-Directions

Appendix G - Street Indicator Abbreviations

Appendix H - Virginia County Codes and Descriptions

Appendix I - US States/Territories, Canadian Providences (Code Mandatory for Changes)

Appendix J - Country Codes and Descriptions

Appendix K - Religion Codes

Appendix L - Visa Types