Name/Address Entry/Standards

Name Lookup

· Always do a search before adding a new person.

· Search by name first (partial name is default search). If not found, try the following lookups:

· By soundex (type / before the search name).

· By WID (;WID wid).

· By telephone number.

· By Social Security number.

· If searching for a multi-word name, use underscore (_) between the names (e.g., van_dyke).

· Enter at least the first six characters of the last name, a space, and the first character of the first name.

(can be entered in first name last name order)

Name Entry Standards

Prefix

· Use prefixes defined in the VAL - PREFIXES file.

· Use a prefix if it is known. If you are unsure whether a prospective is a male or female, leave this field blank. If you enter a prefix, the program will automatically populate the gender field (m/f).

Suffix

· Use suffixes defined in the VAL - SUFFIXES file.

· Use suffix if it is known.

Names

· 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 = sign was used to enter the name, or an initial is used, the Preferred Name may need to be manually edited.

· If = was used to enter Preferred Name, and the name is changed, verify Preferred Name.

Last Name

· Enter ONLY last name in this field.

· Use a space between a prefix, 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.

· 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.

First Name

· Enter ONLY first name in this field.

· Can contain first name or first initial, depending on person’s preference.

· A period is not needed after the initial.

· In case a person has more than one first name, use a space or hyphen between them.

Middle Name

· Enter ONLY middle name in this field.

· Can contain middle name or initial.

· A period is not needed after the initial.

· If there is more than one middle initial, use a space in between.

Name Changes

· 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.

Address Entry Standards

· Only six formatted lines are printed on a mailing label, but additional lines can be printed on envelopes and inside addresses.

Address

· Always enter address.

· You can detail (F2) on the address screen to see the ADSU Address Summary screen.

If you enter a phone number, then detail to ADSU and then to ADR and enter an address, the phone number will disappear when you come back to NAE. Address info can be entered on NAE or ADR, but not both.

· City, state and zip code information should not be included on the address lines, with the exception of foreign addresses that have a nonstandard method of formatting the last line of the label.

· Do not enter periods in addresses (e.g. enter E not E. for east).

· When entering an apartment, suite, etc., place on the same line after the street address. If Apt, Ste, etc. is used, do not use’Apt” before the unit number. If the # sign is used, place a space between it and the following number.

· If including city and zip code in the address line for a foreign address, do not duplicate them in the city and zip code fields.

· Foreign addresses that do not have a city, state or zip code, will print the address lines followed by the country.

City

· Always enter city. If U.S. City, always enter zip code in city field

· When you can enter zip code in the city field, the city, state and county should be filled in automatically. After they have been filled in, corrections can be made (wrong city name, or city needs to be abbreviated to fit on a label line).

State

· Enter state if it exists in the STATES (STPR) file. Used for US states and territories, and Canadian provinces.

Zip

· Use ZIP + 4 whenever possible for US addresses.

· A nine-digit zip code will be reformatted as 99999-9999.

· You can enter zip (postal) codes with alphabetic characters.

County

· Required entry for students.

· If zip was entered in city field, should have been automatically filled

· Should be in CNTY – COUNTIES file.

· Enter state code…, ie ‘WA…’ to get list of counties for that state only

Residence County

· This is the ORIGINAL county of residence.

· Do not modify for address changes.

· Should be in CNTY – COUNTIES file.

Residence State

· DO NOT ENTER AT PROSPECT STAGE

· This is the ORIGINAL state of residence.

· Do not modify for address changes.

· If county is entered, state must be entered.

· Should be in STPR – STATES file.

Country

· Do not enter for USA.

· Enter for all countries other than USA.

· In CTRY – COUNTRIES file.

· Do a … Lookup to find the country. (or C… for countries that start with ‘C’, etc)

Source

· Required.

· Source is constituent type (Student, Alumni, Parent etc.)

· In VAL – SOURCES.

Phone

· Enter if available.

· Seven-digit numbers are formatted as 999-9999.

· Ten-digit numbers are formatted as 999-999-9999.

· Other entries are accepted but are not formatted.

Extension

· Enter if available.

Phone Type

· Required, if phone number is entered.

· In VAL – PHONE.TYPES.

Origin

· ENTER AT PROSPECT STAGE.

· How the person first entered the system.

· In VAL – PERSON.ORIGIN.CODES.

Origin Date

· Required.

· Defaults to current date; can be changed.

SSN

· Enter Social Security Number or Canadian Social Insurance Number if known.

· Do not use delimiters; the number will be formatted automatically.

Birth Date

· Enter if known.

· If the year is after 1930, you can enter only two digits of the year.

· If entering a year before 1930, enter a four-digit year.

Address Change Source

· Enter for address change.

· In VAL – ADDRESS.CHANGE.SOURCES.

Ethnic

· Required for student, faculty, staff (select code for unknown if not known).

· In ETH – ETHNICS.

Gender

· Enter if known. If unsure, leave blank.

· Automatically updates from gender-specific prefixes.

· Codes are M or F.

Mail Codes

· Enter if applicable.

· In VAL – MAIL.RULES.

Email Address Type

· Enter type if entering email address.

· In VAL – PERSON.EMAIL.TYPES.

Email Address

· Enter if known.

Preferred Name

· Defaults on entry to prefix, first name, middle initial, last name, and suffix; check for accuracy.

· Check when changing a name.

Mail Name

· Defaults on entry; check for accuracy.

· Check when changing a name.

Other LFM

· Enter other names, such as a previous married name.

· Enter second (or third, etc) names for a person with multi-word last names.

· Do not use for nicknames (use BIO).

· Do not use for birth names (use BIO).

· Automatically updated if you change a person’s last name.

Note: An address can be blanked out by entering ‘CO’ in ‘type’ field of ADR screen

Note: Name and address lines that exceed 30 characters will cause communications management problems.