BARTON COUNTY COMMUNITY COLLEGE
BANNER DATA ENTRY
Revised January 10, 2008
I. Use of Keyboard Characters for Data
Never use “#”, “.” or “,” for data entry. These are
special commands in letter generation.
II. Entry, Correction, and
Updating of Names
A. General Rules
1. Nine Zeroes
(000000000) must be entered into the SSN field when an individual does
not provide their Social Security Number.
2. A person’s name should be entered into Banner as it is shown on
their Social Security Card even though this requirement may conflict with other
name standards outlined in this document.
3. In accordance with the following name standards, if the person
is not willing to share their Social Security Card or their card is unavailable,
the name should be entered into Banner in its entirety (full first, middle, and
last names) as indicated by that person (e.g., as it has been submitted on some
BCCC form, such as an enrollment or admissions form or Personal Data Sheet).
B. Syntax Standards
Names should be entered using a combination of upper
and lower case letters consistent with the printed name on a form that has been
submitted by the person.
If the printed name has been submitted in all upper
or lower case letters, then the following sequential rules should
a. Ask the person (if they’re available) which of the letters
should be capitalized;
b. Inspect the person’s signature (if available)
to determine which letters should be capitalized;
c. Search the Banner
database for similar names and enter consistent with other names in the
d. If no similar names exist in the Banner database, consult a
telephone book to ascertain preferred spelling (i.e., relative to
e. If none of the foregoing information is available,
assume that only the first letter of any name lacking a prefix is capitalized.
With names that possess prefixes (e.g., Mc- as in McArthur, or Van- as in
VanHussen), both the prefix and the beginning letter of the second portion of
the name should be capitalized. Also, capitalize any letter that follows an
apostrophe (e.g., O’Fallon, O’Neil).
5. Punctuation Standards
a. Periods, Hyphens, and
i. Do NOT include any periods in first, last, or
middle names or abbreviations of those names.
Enter: J D Smith, T J Kennedy,
L K Manufacturing
ii. Connect parts of a compound name with either a
hyphen or a blank space. Do not join them into a single word.
iii. If an
employee has a compound name, include all of the parts in the appropriate name
For example, the name John R. Smith Jones: Enter Smith
Jones in the last name field.
iv. Use apostrophes as
Enter: O’Connor, Ponte’, Re’Prah’, etc.
i. Do not separate parts of a compound surname with a
blank space or join them into a single word. Single-letter prefixes (e.g., “O,”
“D”) must not be separated from the rest of the surname by a
blank, but should be connected by an apostrophe or joined to the rest of the
Enter: McArthur, rather than Mc Arthur and O’Fallon, rather than O’
ii. If only initials are given for first and middle name, enter
the first initial as their first name and the second initial (if applicable) as
their middle name.
Enter: J as the first name and B as the middle name
for J B Webster
iii. Compound names that include spaces on the Social
Security Card should be entered with spaces.
Enter Del Carmen not
DelCarmen or Van Der Wege not VanDerWege.
iv. Compound names
with an ampersand (&) should include a space before and following the
Enter: Black & Decker
C. Prefixes &
Enter Prefixes, Special Titles or Suffixes in
appropriate Banner fields. No period should be entered. Prefixes and suffixes in
names are optional.
“Mr”, “Ms”, “Rev”, or “ Dr” not “Mr.“, “Ms.”,
“Rev.”, or “Dr.”.
“Sr”, “Jr”, or “III” not “Sr.”, “Jr.”, or 3rd
III. Entry, Correction & Updating of Street
A. General Rules for Street Addresses
1. Avoid using the third street address in Banner whenever
2. Mail addressed to occupants of multiunit buildings should
include the number of the apartment, suite, room, or other unit immediately
after the street or building address on the same line. Where the name of the
street or building address is too long to include additional information on the
same line, the apartment, suite, room number, etc., should be placed on the line
immediately above the street or building address.
3. Addresses should be entered using a combination of upper and
lower case letters where appropriate.
B. Directional Prefixes in
Unless it is obvious that a direction is part of the actual name
and not a descriptor (e.g., Southwest Blvd), directional prefixes should be
abbreviated in upper case with no period. For example:
North 34th St
--> N 34th St
South Allen Blvd --> S
East --> E
Northeast --> NE
Southeast --> SE
Southwest --> SW
C. Numbers in Street
Numbers associated with street addresses (e.g., post office box,
rural route, apartment, and unit numbers) should be entered with a space
preceding each number.
PO Box 147
Vancover Unit 14
Washington No 3B
Abbreviations for Street Addresses
Common address designations
should be abbreviated as follows (note that there is no punctuation, such as
|Apartment -> Apt
||Lane -> Ln
|Attention -> Attn
||Post Office Box -> PO Box
|Avenue -> Ave
||Road -> Rd
|Building -> Bldg
||Room -> Rm
|Boulevard -> Blvd
||Rural Route -> RR
|Floor -> Flr
||Route -> Rt
|Highway Contract Route -> HCR
||Street -> St
|Institute -> Inst
||Suite -> Ste
Example of Address Formats:
|Ms Sally Smith
PO Box 34
Duluth MN 55806-0034
|Ms K Jones
5765 E 53Rd St Apt 221
Chicago IL 60615-1234
|H E Brown
RR 3 Box 194C
Canton OH 44730-9615
|Mr John Doe
605 1st St
Detroit MI 48226-1234
|L E Doe
RR 5 Box 87
Canton OH 44730-9613
|Mr A Hoop
603 Main St
Detroit MI 48266-3107
|L G Green
HC 2 Box 297
Duluth MN 55811-9612
|Mr B Bass
1234 Massachusetts Ave NW
B G Light
HC 2 Box 293A
Duluth MN 55811-9615
|Ms H A Howe
4417 Brooks St NE Apt 666
IV. Entry, Correction & Updating of City
A. Entry Procedure for City
City names should be entered using the following sequential
1. Enter city name for Kansas using Zip Code validation table
(i.e., type in Zip Code, and Banner will assign the city name).
the city name entered by the Banner system to ensure it is the correct city
(i.e., as per the printed address received by the Banner user). If city is
incorrect, verify Zip Code using the National ZIP Code Directory. If correct Zip
Code, change city name to correct city name.
Note: Two towns can
share the same Zip Code.
3. If there should exist no city name in the validation table for
automatic entry of city using Zip Code, then manually enter city name (i.e., as
per the printed address received by the Banner user).
Standards for City Names
Names of cities should be entered with
a combination of upper and lower case where appropriate.
C. Punctuation (including Spaces) in City
Apostrophes and hyphens should be avoided in city names
e.g. O Brien rather than O’Brien and Ofu Olosega rather than Ofu-Olosega.
Directional Prefixes in City Names
Names of cities with a
directional prefix or suffix should NOT be abbreviated, but rather should be
spelled out in their entirety.
E. Abbreviations in City Names
abbreviate city names.
For example, enter:
V. Entry Standards for States and
States and counties should be entered with the standard
two-character abbreviation in upper case.
Oklahoma --> OK
Barton --> BT
VI. Entry Standards for Zip and Postal
The full nine-digit zip code should be entered when known
with the hyphen. If the four-digit extension is not known, enter the first five
digits without the hyphen.
VII. Entry Standards for Nation Code
Nation code should only be entered when a person's address
VIII. Miscellaneous Address
A. Addresses for Contact Persons
entering address information for contact persons, remember to enter contact
person’s name in Contact Field; contact person’s address is entered on Address
B. Hierarchy of Address Information
with a dual address is delivered to the address immediately above the city and
state line (or to the post office box if both the street address and post office
box are on the same line)
The ZIP+4 code or 5-digit ZIP Code that is used must correspond to
the address element immediately above the city and state (or with the post
office box number in the address if both the street address and post office box
are on the same line). (DMM A010.5.1).
||Mail is Delivered to:
PO Box 5007
1735 N Lynn St
Arlington VA 22209-9651
|1735 N Lynn St
Arlington VA 22209-9651
1735 N Lynn St
PO Box 50007
Arlington VA 22209-5007
PO Box 50007
Arlington VA 22209-5007
1735 N Lynn St, PO Box 5007
Arlington VA 22209-5007
Box 5007, 1735 N Lynn St
IX. Course Entry
A. Course Titles
the first letter in all words of course titles, except articles and prepositions
(a, the, to, in, for) unless they are the first word in the course title. Use
all capitals for acronyms (COBOL) or product names copyrighted in all capitals
Grain Grading & Handling
Prin of Agriculture
Creative Activities for Child
MLT: Hematology & Coagulation
O T Appl to Physical Dys
Make-up for the
Business Data Process (COBOL)
Use “/” for combinations.
Introduction to Soils/Lab
C. Pre-requisites and
Follow standard capitalization rules. Capitalize
pre-requisite, and the first letter of words following a colon. When referring
to BCCC courses, follow the rules listed under course titles. Do not capitalize
generic course titles such as high school algebra.
Pre-requisite: Keyboarding or typing knowledge required. (Microsoft
Works for Windows)
Pre-requisite: MATH 1811 Prep
Math or appropriate assessment
Pre-requisite: MATH 1832 Analytic Geometry
& Calculus I
Pre-requisite: Successful completion of or concurrent
enrollment in ACCT 1602 Gen. Acct, ACCT 7614 Sec. Acct, or ACCT
1614 Acct. I
Pre-requisite: A course in general college chemistry or consent
Audition and consent of instructor.
Pre-requisite: PSYC 3000 General Psychology
Pre-requisite: BSTC 8001 Intro. to Computers, BSTC 8036 Microcomputer Appl. or computer