Data Standards

The following is a summary of the Data Standards Section of PCC's Administrative Information Policies and Standards. Compliance with these rules for data entry will allow you and other users to query the system quickly with a minimum of frustration, and save the time and cost of correcting errors and removing "disallowed" characters from records. If you have a question or situation which is not covered here, contact a Data Custodian.

  1. Person Name Standards

  2. Non-Person Name Standards

  3. Address Standards

  4. PCC Campus Address Codes

  5. Telephone Number Stands

  6. Name/ID Change Policy



1. Person Name Standards

Type names in upper/lowercase format, i.e., not all caps or all lowercase. (correct = Joe Smith, not JOE SMITH or joe smith) NOTE: Some names are correctly spelled beginning with a lowercase letter. For example: le France, de la Grousse, del Monte, l'Rouche. In this case,     the rules for spaces and apostrophes (below) are applied, and the letter case construction is observed. (correct = leFrance, delaGrousse, delMonte, l'Rouche)

Use hyphens to separate double last names if this is the format desired. Do not use hyphens if they are not present in your source information.

Use of apostrophes is permitted where appropriate. (O'Leary)

Do not use a period after initials . (correct = Joe R Smith not Joe R. Smith or J. R. Smith)

Never use commas (,) in name fields.

Omit spaces between parts of one name (correct = McDonald, not Mc Donald.) Spaces are permitted between multiple first or middle names. (correct = Mary Ann, not MaryAnn)

Do not enter titles into the name field. (titles = Dr, Mrs, Mr)

Do not enter suffixes into the name field. (suffixes = Jr, Sr, III.)

If the first name is shown as a single letter, enter that letter followed by a space followed by the middle name, in the first name field. Enter nothing in the middle name field. (correct = R John in the first name field with nothing in the middle name field, not R in the first name field and John in the middle name field.)

If the person uses only one name (example: Cher), enter a period (.) in the first name field, and the single name in the last name field.



2. Non-Person Name Standards

Type company or organization names in upper/lowercase format, i.e., not all caps or lowercase. (correct = Aardvark Printing, not aardvark printing or AARDVARK PRINTING.) Use hyphens to separate double names if this is the format desired. Do not use hyphens if they are not present in your source information. (Sicklemeyer-Haynes Company would be input as it appears. Do not omit the hyphen. However, don't add a hyphen when it is not part of the official company name).

Use of apostrophes is permitted where appropriate. (O'Connor Construction.)

Do not use a period after initials. (correct = F Lee Bailey Firm, not F. Lee Bailey Firm.)

Never use commas (,) or pound/number signs (#) or ampersands (&) . (correct = Russel Block and Heaver Co, not Russel, Block, & Heaver, Co.)

Omit spaces between parts of one name (correct = McDonald's, not Mc Donald's.) Spaces are permitted between multiple first or middle names. (correct = Sally Lou's Cleaners)



3. Address Standards

Be sure to check that the city automatically defaulted for the zip you enter is that same as the source you are using to create the address.

Do not use number signs (#) or the abbreviation No (for Number) in any address.

Use one of these Post Office approved abbreviations:

Name

Abbreviation

Name

Abbreviation

Apartment

Apt

Avenue

Ave

Boulevard

Blvd

Building

Bldg

Center

Ctr

Circle

Cir

Court

Ct

Creek

Crk

Drive

Dr

Lane

Ln

Lower

Lowr

Room

Rm

Slip

Slip

Space

Spc

Street

St

Suite

Ste

Terrace

Ter

Unit

Unit

Upper

Uppr

Way

Way

Do not use periods (.) in any address. (correct = PO Box 105, Apt 105, SW, NW, NE, SE, not P.O. Box 105, Apt. 105, N.E., S.W., etc) 

 

Do not use commas (,) in any address. Separate sections of an address with a single space. (correct = 123 NE Main Apt 6 not 123 NE Main Street, Apt 6)

Always capitalize compass direction without spaces. (correct = SW, not Sw or S W)



4. PCC Campus Addresses

These abbreviations for PCC Campuses and Buildings should be used in all printed or electronic publications including the staff directory (PWASTAF & PPAIDEN) and the printed and online schedules (SSASECT & SWACONT):

 

CASCADE CAMPUS

Site Code

Banner Bldg Code

Building Description

CA

CAGYM

Cascade Gym ( PEB designated on maps)

CA

CH

Cascade Hall

CA

JH

Jackson Hall

CA

MAHB

Moriarty Arts Humanities Building

CA

PSEB

Public Service Education Building

CA

SC

Student Center

CA

SSB

Student Services Building

CA

SU

Student Union

CA

TEB

Technology Education Building

CA

TH

Terrell Hall

 

CLIMB CENTER

Site Code

Banner Bldg Code

Building Description

CP

CLIMB

CLIMB Center


DOWNTOWN CENTER

Site Code

Banner Bldg Code

Building Description

DC

DC

Downtown Center


HILLSBORO CENTER

Site Code

Banner Bldg Code

Building Description

HC

HC

Hillsboro Center


NEWBERG CENTER

Site Code

Banner Bldg Code

Building Description

NEC

NEC

Newberg Center


PORTLAND METROPOLITAN WORKFORCE TRAINING CENTER

Site Code

Banner Bldg Code

Building Description

PMC

PMWTC1

Portland Metro WTC 1


ROCK CREEK CAMPUS

Site Code

Banner Bldg Code

Building Description

RC

BLDG1

BLDG1

RC

BLDG2

BLDG2

RC

BLDG3

BLDG3

RC

BLDG4

BLDG4

RC

BLDG5

BLDG5

RC

BLDG6

Aviation Hangar

RC

BLDG7

BLDG7

RC

BLDG9

BLDG9

SOUTHEAST CAMPUS

Site Code

Banner Bldg Code

Building Description

SE

ADM

SE Administration Hall

SE

COMX

Community Hall Annex

SE

LIBR

SE Library

SE

SCOM

Student Commons

SE

SCOTT

Mt Scott Hall

SE

TABOR

Mt Tabor Hall


SWAN ISLAND TRADES CENTER

Site Code

Banner Bldg Code

Building Description

STC

STC

Swan Island Trades Center


SYLVANIA CAMPUS

Site Code

Banner Bldg Code

Building Description

SY

AM

Automotive Metals

SY

CC

Amo DeBernardis College Center

SY

CT

Communications Technology

SY

HT

Health Technology

SY

LIB

Sylvania Library

SY

PAC

Performing Arts Center

SY

SCB

South Classroom Building

SY

SS

Social Science

SY

ST

Science Technology

SY

TCB

Technology Classroom Building


WILLOW CREEK CENTER

Site Code

Banner Bldg Code

Building Description

WCC

WCC

Willow Creek Center

5. Phone Number Standards

Always enter the area code for every phone number even if it is a local phone number.



6. Name & ID Change Policy

The Following conventions govern which office makes ID and Name Changes in Banner™:

If the Person is ...

THEN ...

an employee or employment applicant other than a student employee

Human resources makes the change

a Student and not a "Regular" Employee

Student Records or Registration makes the change

a Student Applicant, not an Active Student or Student Employee

Admissions makes the change

a Financial Aid Applicant and not any of the above

never make that change - must be a Student Applicant first (see above)

a vendor and not an Employee and not a Student

Purchasing makes the change

A report will be run and distributed to the offices above recording name and ID changes made in the prior month.

If you have a question or situation which is not covered here, contact a Data Custodian.

Previous web page of Data Standards: http://intranet.pcc.edu/banner/general/entrystd.htm