Accreditation Types
(8/26/99) Accreditation Types

Addresses
(4/30/99) The primary address will be the "permanent" address.

(5/7/99)

(5/28/99) Address Change Sources

(7/7/99) Address Statuses

(7/1/99) Address Types

Alien Statuses
(9/16/99) Alien Statuses

Bank Codes
(8/19/99) Bank Codes

Birth Date
(5/7/99) Birth date must be entered for a person, if known.

Buildings
(8/12/99) For rental properties, the code will be two letters for the street, followed by a number to create a unique identifier.
We'll include rental properties as well as campus buildings.
(8/19/99)
Sector: we won't use this field.
Institution: we won't use this - not applicable.
Renovation Year: we'll use this for past and future (planned) renovations.
Building Codes
Ownership Status Codes
Construction Type Codes
Building Condition Codes
Access Codes
Building Type Codes

Calendar (CMPC)
(7/9/99) Academic year times will start at 8:00 AM and end at 10:00 PM.
(7/15/99) Naming conventions: 1999 = academic year 1999-2000, description '1999-2000 Main Calendar.' We will only set up one calendar. Each summer, a new calendar will be created in CMPC and entered as the default calendar in PID2.

Calendar Day Types
(9/16/99) Calendar Day Types

Codes
(5/7/99) Additions to code tables made after implementation will be done by consensus of the Core Team, either at a meeting or by email.

Communications Management
(6/21/99) Naming Conventions

Country Code
(5/21/99) We will use country codes as defined by the US Government (FIPS codes).
Country Codes

County Code
(4/23/99) We will not define county codes - we will load them from a USPS file.

Degrees
(8/263/99) We only need one degree code: BA (Bachelor of Arts).

Degree Types
(8/263/99) Degree Types

Demographics and Communications Management Enhancements
(7/25/06) Demographics and CM Enhancements

Departments
(7/9/99) We plan to use the alphabetic department code as the primary key.
(8/12/99) We won't use the alternate ID field; our departments do not have a one-to-one relationship with the chart-of-accounts department codes.
Administrative departments will be flagged for HR so they will not appear in the registrar's department list.
Department Codes

Disability and Disability Type Codes
(9/13/99) The Academic Resource Center staff have decided not to use Datatel to record this information at this time because they "need to document disability accommodation information in a more specific manner than Datatel's setup allows."

Divisions
(7/9/99) Division Codes

Duplicates in Colleague
(7/25/06) Dealing with Duplicates

Email Address
(5/7/99) Email address must be entered if it is known.

Email Types
(5/21/99) Email Type Codes

EMER - Emergency Information
(8/24/99) Access to fields on this screen will be restricted. Human Resources will use the contact name and contact phone fields on the EMER screen.

Equipment
(9/30/99) Equipment Codes

Ethnic Code
(5/7/99) Ethnic code must be entered even if it is unknown. For students, faculty and staff only.
(6/4/99) Admission will be responsible for set up and maintenance of ethnic codes.
Ethnic Codes

Ethnic Federal Groups
(6/4/99) Ethnic federal groups for IPEDS report.

Formatted Name Types
(9/16/99)
We'll use the codes as delivered by Datatel, at least for a start.
Formatted Name Types

Gender Code
(5/7/99) Gender must be entered for students, faculty and staff. Admission office does leave this blank when gender is unknown.

Immigration Statuses
(9/16/99) Immigration Statuses

Institutional Funding Sources
(9/9/99) Institutional Funding Sources

Institution Types
(9/16/99) Institution Types

INTL - International Parameters
(6/14/99)

1. Country Code: USA
   
   Short Date Format Specifications
2. Day,Month,Year Order: MDY
3. Zero Pad Short Dates: Yes
4. Short Date Delimiter: /
   
   Long Date Format Specifications
5. Day,Month,Year Order: MDY
6. Zero Pad Long Dates: No
7. Use Whole Month Name: Yes
8. Use 4-Digit Year: Yes

Languages
(9/30/99) Language list provided by Multicultural Student Affairs Office.
Language Codes

Locations
(8/12/99) We will define multiple locations since we want to keep track of off-campus properties in the Facilities module.
Location Codes

Mail Codes
(5/7/99) Mail code may be entered, but is not required.
(10/18/05) Human Resources will use the following codes to track confidential information CA (Confidential Address), CP (Confidential Phone) and CB (Confidential Address and Phone).

Marital Statuses
(8/23/99) Marital Status Codes

Name Entry
(04/04/06)

• Enter names using upper and lower case letters as given by the person or company.
• Use only the apostrophe and the hyphen for punctuation.
• Enter a period after an initial.
• Do not enter prefixes and suffixes in the name field; use the prefix and suffix fields.
• Enter nickname in Nickname field on the BIO screen
• Enter birth name in the Birth LFM field on the BIO screen
• To format names appropriately, use the = sign and enter exactly as given
• If an = was used to enter the name, or an initial is used, the Preferred Name may need to be manually edited.
• Always check preferred name and mail name when entering or changing a name.
• If someone has only one name, that name will be used as a last name. The first name will be left blank.
• People using nicknames or middle name as their preferred name, need to enter this data on BIO screen in Nickname field and in the Other LFM field (for name searches)
• When adding a new person name search is partial search by default, if person not found, do a soundex search just to make sure that the name wasn't entered differently

Name - Last Name
(04/04/06)

• Enter ONLY last name in this field.
• Use a space between a two word last name, such as Al or Del, and the rest of the last name.
• In case a person has two or more last names, use a space or hyphen in between.
• If a person has more than one last.name, also enter the additional names in Other LFM
• Last names beginning with Mc should be entered as a single word with a capital letter following Mc, such as McNeil.
• Last name prefixes such as De, La, O, Van and Al, and lower case prefixes such as el, al, ibn, and ha, should be entered as part of the last name.
• For last names with prefixes, use the = and enter exactly as given.

Name - First Name
(04/0406)

• Enter ONLY first name in this field.
• Can contain first name or first initial, depending on person's preference.
• Enter a period after an initial.
• In case a person has more than one first name, use a space or hyphen between them.

Name - MiddleName
(04/04/06)

• Enter ONLY middle name in this field.
• Can contain middle name or initial.
• Enter a period after an initial.
• If there is more than one middle initial, use a spaceetween them..

Name - Preferred Name
(04/04/06)

• Defaults on entry to prefix, first name, middle initial, last name, and suffix; check for accuracy.
• Check when changing a name.
• Always check field size (maximum size is 30 chars)

Name - Mail Name
(04/04/06)

• Defaults on entry; check for accuracy.
• Check when changing a name.
• Always check field size (maximum size 30 chars)

Name - Other LFM
(04/04/06)

• Enter other names, such as previous married names.
• Enter second (or third, etc) names for a person with multi-word last names.
• Enter nicknames (also put on BIO).
• Enter birth names (also put on BIO).
• Automatically update if you change a person's last name.

Name - Name Changes
(04/04/06)

• When changing a name, you can retain the previous name as either a birth or former name (which retains history).
• If you classify the name change as a correction, no history is retained.
• Colleague prompts you on a name change to enter whether it is a correction, a birth or former name change.

Name - Lookup
(04/25/06)

• The default search for names will be partial. (for soundex type / before search string).
• Alway do a search before adding a new person
• Search by name first. If not found, try the following lookups:
• By WID (;WID wid) Don't have to use semicolon with WID
• By Social Security number (;SSN ssn) Don't have to use semicolon with SSN
• By Birthdate (;BIRTH.DATE 'birthdate') Note dates must be in quotes
• By telephone number (;PERSONAL.PHONE.NUMBER phone number)
• By email address (;PERSON.EMAIL.ADDRESSES email address)
• Note you can use ... when searching. For example phone number 509...525...4480 Another example last name St...John...
• You can also do multiple searches separating them with a semicolon. For example ;SSN 526... ;CITY Walla Walla ;GENDER F(all females in Walla Walla ssn 526...)
• If searching for a mult-word name, can use underschore_ between names ie van_dyke.
• Enter at least the first three characters of the last name, a comma, and the first character of the first name.

Office Codes
(6/28/99) Office Codes

Origin Codes
(6/4/99) Admission will be responsible for setup and maintenance of person origin codes.
Origin Codes

Other Academic Levels
(9/30/99)
UG = Undergraduate
G = Graduate

Other CCDs
(9/9/99) We won't use these - HR won't use them - they have no practical application here.

Other Degrees
(9/9/99) Other Degrees

Other Divisions
(9/30/99) We won't use these, as agreed by Admission, Registrar and Institutional Research representatives.

Other Honors
(9/9/99) Other Honors

Other Locations
(9/9/99) Other Locations

Personal Status Codes
(8/26/99) Personal Status Codes

Phone Types
(6/30/99) Phone Type Codes

PID1 - International Defaults
(6/14/99)

1. Zip/Postal Code Text String: Zip/Postal
2. Social ID Number Validation Subroutine: (blank)
3. Social ID Number Text String: SSN
4. State/Province/Regional Unit Text String: State
5. City-State-Zip or Equivalent Text String: CityStZip
6. EmployerTax No. Validation Subroutine: (blank)
7. Employer Tax Number Text String: Employer ID#
8. Alien or Landed Immigrant Text String: Alien Reg#

PID2 - ID and LookUp Parameters
(6/14/99)

1. Person/Organization ID's Assigned: A
2. Default Indexing to use for LookUp: P Partial Name
3. Person ID's Check Digit Subroutine: (blank)
4. Alternate Next Person ID Subroutine: (blank)
5. Additional Person LookUp Subroutine: (blank)
6. Fixed Length for Person LookUp: 7
7. Organization ID's Check Digit Subroutine: (blank)
8. Alternate Next Organization ID Subroutine: (blank)
9. Additional Organization LookUp Subroutine: (blank)
10. Fixed Length for Organization LookUp: 7
11. Host Organization ID: 0000001 Whitman College
12. Mail Label Name Width: 35
13. E-Mail Check on Startup: No
14. Update Activity Counters in Batch: Yes
15. Fixed Length for PIN: (blank)
16. Default Campus Calendar: (to be determined)
17. Default Secondary School CCD: (blank)

PID3 - Capitalization Rules
(6/14/99)
Word Substitution
Convert to Upper Case
Not Converted to Upper Case

PID5 - Person Privacy Warnings
(6/28/99)

1. System Login Message: (blank for now)
2. Privacy Warning Messages:
   D - Duplicate Record
3. Record Denial Message: We are unable to provide access to this record - Privacy Requested

Prefix Codes
(5/7/99) Prefix Codes

• Use prefixes defined in the VAL - PREFIXES file
• Use a prefix if it is known.
• For gender specific prefixes, the program will automatically populate the gender file

Privacy Codes
(9/30/99) Privacy Codes

Residence County
(4/30/99)

• The Residence County will remain the original county of residence at the time the student entered Whitman.
• Residence state will be treated the same as residence county.

Residency Statuses
(11/22/05) Residency Statuses

Rooms
(8/19/99)
Room Wings: Will not use, not relevant.
National ID: Will not use.
Responsible Department: Will not use.
Coordinating Department: Use department code.
Contact Role: Will not use.
Miscellaneous Fields: Will not use.
Room Category Codes
Room Usage Codes
Room Characteristic Codes
Room Rate Class Codes
Room Type Codes

Social Security Number
(5/7/99) Social Security number must be entered for a person, if known.

Source Codes
(9/16/99) Source Codes

Special Needs Codes
(9/13/99) The Academic Resource Center staff have decided not to use Datatel to record this information at this time because they "need to document disability accommodation information in a more specific manner than Datatel's setup allows."

Staff Statuses
(6/28/99)
C = Current
F = Former

Staff Types
(6/28/99) Staff Type Codes

State Codes
(5/28/99) We will use a combination of the valid state, territory and APO codes from USPS plus the province codes from Canada Post. State Codes

Suffixes
(5/28/99) Suffix Codes

• Use suffixes defined in the VAL - SUFFIXES file
• Use suffix if it is known.

Time Zones
(8/23/99) Time Zone Codes

Transcript Status
(9/9/99) Transcript Status

Transcript Type
(9/9/99) Transcript Type

UTRE - File Resolution Defaults
(6/28/99) PERSON: Use as delivered, but change AID (for PERSON.ALT.IDS) to WID.

Visa Type
(9/9/99) This is a free-form text field, but we decided to use codes anyway.
Visa Type Codes

Whitman ID
(6/17/99)

Zip Codes
(4/23/99) Enter zip+4 whenever possible. There's a zip+4 tape available from the Post Office which we will load into the system.