Names and addresses in Banner should have a customer-friendly appearance. The objective is to enter names and addresses with mixed case (both upper and lowercase letters) so that when a name or address is printed on correspondence, it looks contemporary and professional.
Never store the percent symbol (%) in a data field.
Never store the ampersand symbol (&) except in an address or business name.
Enter all data using mixed case and standard capitalization rules.
Spell out all data unless it is necessary to abbreviate words to fit lines into the appropriate fields. Exceptions are made for items in addresses, such as directional.
Enter punctuation in a name only when it is a part of the official name, or for a single character first name, or a blank for an empty first name.
Creating a duplicate record for a person or organization for which a record already exists in Banner can lead to data breaches, loss of data, poor customer service, improper billing, incorrect academic records, or incorrect results. It is extremely important to avoid creating duplicate records of this kind.
Before creating a new record for a person or organization, conduct an identification and name search to make sure the person or organization has not already been entered into the Banner system. Search for a person using social security number, birth date, and all current and previous names, and also do a "SOUNDEX" search. Then verify that the correct record has been found by checking the birth date and address. Only if no record is found, should you add a new record.
Example: To find Mac Donald, you must account for McDonald, Mc Donald, MacDonald, and Mac Donald. A search on M%D% will retrieve all of these records.
Consult with the Banner Module Manager (Unit Manager) about duplicates Purge duplicates prior to entering it into the system
Check for duplicates for vendor tapes
If you do an unsuccessful search and you know that the student or employee is in the database but you cannot find them, then immediately STOP and call IT.
A common institutional database offers the potential for better service and convenience to our constituents and greater accuracy across the University. Simultaneously, each administrative position must be cognizant of data integrity requirements of other institutional departments in its practices. Name change practices are a key example where specific policies must be followed depending on the type of record. Whenever a constituent requests a name change it is necessary to determine (using GUASYST) in which modules the record occurs. The uniform name change policies are outlined below.