Services, Registrar's office, and Purchasing to reconcile name change activity and documentation. If a name change has been made that requires additional documentation, it is the concerned department's responsibility to follow up with the department implementing the change and/or the person whose name has been changed, as appropriate.
Informed professional judgment (i.e. common sense), must be used to determine what constitutes a name correction (i.e. data entry spelling error) rather than a name change. In a name correction, the current name should be "typed-over". No previous or alternative name record is kept and no documentation is required. A name change requires documentation before the record can be corrected in or added to BANNER. The following chart summarizes policies and procedures for making name changes for person and non-person entities in Banner.
Use the System Identification Form (GUASYST) to determine the department that ‘owns’ the record.
| Person/Non-Person | Procedures |
|---|---|
| Employee (faculty or staff) - whether or not any other record type exists | Human Resources will make the change. Use Name Change Form and require the following: ■ Passport ■ Marriage Certificate/License ■ Court Order Document ■ SSN |
| Current Student - excluding faculty or staff (who should follow “Employee” guidelines above) | Registrar may make the change. Use Name Change Form and require one of the following: ■ Marriage Certificate/License ■ Court Order Document ■ Passport ■ SSN See Name Change Form for procedures. |
| Vendors (Purchasing does not change employee or student names) | Updated W-9 is required. |
The following forms are used to enter and change name information. The form used depends upon the Banner module in use:
FORM NAME
SPAIDEN
ROAIDEN
PPAIDEN
FTMVEND
FOAIDEN
BANNER MODULE STUDENT FINANCIAL AID HUMAN RESOURCES PURCHASING ('non-person' vendors) PURCHASING ('person' vendors)