Person and non-person records are created the first time someone enters them in Banner. The following offices have the authority to create a new student or general person or non-person record.
| Office | Type of Entity |
|---|---|
| The BREDS Admissions Office and Financial Aid | Prospect and Applicant Student |
| Office of the Registrar | Student |
| Purchasing | Vendor (Non-Person), person |
| Human Resources | Applicant, Employee |
A complete search must be done before entering a new person or non-person in Banner. There should only be one record for each entity. Any entities that are in Banner more than once must go through the "multiple records" process.
Common Search forms include:
SOAIDNS - Detailed search
SOAIDEN - General Person search
SOACOMP - Non-person search
GUIALTI - SSN/SIN Alternate ID search
Search on any portion of the name or ID that is known. Remember that names in Banner may be case sensitive.
Use the "SOUNDEX" feature if you are not sure of the spelling:
Use a wildcard (% or_)
_ is for one character only
This precaution may take a few minutes to perform, whereas fixing a multiple records may take several weeks to complete. The cost for IT to fix it - priceless!
Numerous times per academic year (e.g., prior to rolling classes into academic history), the Registrar's office will initiate an audit of general person and general student records, to search for duplicate records. The results will identify the modules in which possible duplicate records exist (e.g., Location Management, Recruiting, Admissions, Academic History, Billing, Payroll, etc). Based on the results of the audit, the concerned offices will meet with the purpose of resolving the problem, by following the necessary procedure to combine the duplicates into one record for the student or person.
Record events, often referred to as duplicates, are, in fact, multiple records containing some duplicate data. Multiple are records with duplicate information in at least two of the following fields: SSNs, date-of-birth, or gender. Once duplicates (multiples) have been identified please contact IT and provide them with the identifying information listed and institutional identifications numbers when these data are available.
An audit report of name changes will be run weekly by Human Resources, Payroll, Student Account