Person Entry Guidelines

Instructions for entering persons into the Banner database must be followed to avoid
 duplicate person records in the database and to standardize the naming conventions.

IDENTIFICATION FORM
Student Module

SPAIDEN

Student Module

SRAQUIK

Student Module

SRARECR

Finance Module

FOAIDEN

Human Resources Module

PPAIDEN

Based on the module you are using, enter a Person’s MUID# in the Key Information Block in one of the above forms; if an MUID# exists in Banner, the person’s name in the database will be displayed.  Use the Next Block function to display the record of the person.   

If no record exists for the MUID# you have entered, the number is grayed out and no name appears. Before you add a person to the database, you must perform a valid search for an existing record.   ALWAYS check the database for existing records and possible differences in MUID#  so that you do not create another record for an existing person.

The SSN/SIN Alternate ID Search Form (GUIALTI) provides a way for you to find the Banner MUID# of a person or an organization when you know one of the following items, or a portion of it:

Users can access GUIALTI from several different forms.  From SPAIDEN and many Banner forms, click on the Magnifying Glass to the right of the ID field in the Key Information Block.

You will be presented with an Option List; click on "Alternate ID Search".

The search form GUIALTI will be displayed. Leave the Case Sensitive Query radio button at the bottom of the form set to "No".

Enter search criteria such as Last Name or a combination of Last Name and First Name, SSN, or Birthdate.  Use the wildcard (%) to search for variations of spellings of names, partial SSN's, or partial birthdates.  You can use the % wildcard character at the beginning, end, or in the middle of a search field.  The % can represent one or more characters. You should do a very general search as well as a specific search, depending on the name.  For example, using the name “Gephart”, you could key in the last name with a % wildcard at the end (in case there are "Gephart" records with a suffix appended to the name) and click on the Execute Query icon or press the F8 key:

That would return very few "Gephart’s", and you could visually search for a person. If records matching your search criteria are found in Banner, the form will display data in the fields as shown below.  The Entity indicator has a "P" for a person and a "C" for an organization.  The last field marked "Chg" indicates that a name has been changed ("N") or an ID has been changed ("I").  Highlight a record and click on the Select icon to return to the calling form and display the data for that record.

If you are searching for a person with a common last name such as "Adkins", you would also want to enter a first name or a few letters of the first name with a % wildcard character.  For example, if you were searching for Kathy Adkins, you would key in Adkins in the Last Name field, and Ka% in the First Name field. This will return Kathy, Katherine, and Kathleen Adkins so that you can check to see if Kathy is a nickname.  Capitalizing the "A" and "K" is not necessary if you do not do a case sensitive query.  You can use the % wildcard character at the beginning, end, or in the middle of a name.  If no record is found in Banner, Auto Hint says “Query Caused No Records to be Retrieved."

You can also search using birthdate, such as in the example below:

Retrieves these results:

And you can search using SSN, such as in the example below:

Retrieves these results:

If you do not retrieve any records from your search, exit from the Search Form to return to the calling form to add a person record to Banner.  To add a person record and create an MUID#, click on the Maintenance icon by "Generate ID".  The word GENERATED will be inserted in the ID field in the Key Information Block.

Perform a "Next Block" function and key in the name of the person in the appropriate fields according to the following data entry naming conventions:

Person to be Added to Database

Last Name

First Name

Middle Name

 Suffix

Susan Smith

Smith

Susan

 

 

John Jones, Jr.

Jones

John

 

Jr.

Sam Allen MacArthur

MacArthur

Sam

Allen

 

R. Allison Adkins

Adkins

R. Allison

 

 

Ashley W. Smith

Smith

Ashley

W.

 

Roberta Snyder-Long

Snyder-Long

Roberta

 

 

George M. Beckett III

Beckett

George

M.

III

O. T. Johnson Sr.

Johnson

O. T.

 

Sr.

Angela de Long

DeLong

Angela

 

 

Olivia De’Allesandro

De’Allesandro

Olivia

 

 

Susan Ann McCormick

McCormick

Susan

Ann

 

Janie O’Dell

O’Dell

Janie

 

 

Mary Lou De La Riveria

DeLaRiviera

Mary

Lou

 

 

Click on the Save icon to create a person record and assign an MUID#.

If you need to change a Person’s name, enter the MUID# in the Key Information Block, perform a Next Block function, and overtype the name to change it, click on Save.

When you have entered the MUID# of an existing person and performed a Next Block function, you can click on Current Name/ID Source on the Options menu to view whose account created the person’s record and what form was used.  Click on the Return button to return to the calling form.  Click on Alternate Names/IDs to see if an existing record has had a name or ID number change.  If you have made a mistake in keying in a person’s name, you can remove it here by clicking on Remove.  You should NEVER remove a legitimate name change.

ADDRESSES

On the Identification Form, click on Addresses on the Options Menu to access the Address Information block.  Double-click in the Type field to access the Address Validation table.  Select the appropriate address type and then enter all address information.  You will note that today’s date defaults in the “From” field.  Skip the city and state fields and enter the zip code.  The GTVZIPC table should return the correct city and state when you Tab to the next field.  Click on Save to commit information to the database.  When you want to update an address, enter an ending date on the old address and then use the Insert Record function to create a new address.

When entering address information, NEVER use special symbols, especially the pound sign (#).  Many symbols have meaning in other processes such as Letter Generation.  Also, do not use a period after an abbreviation such as 210 N. Main or Apt. No. 6.

BIRTHDATES/SSN/GENDER

From the Key Information Block, click on Bio/Demo Information on the Options menu (from SPAIDEN) or go to form SPAPERS (Student) or FOAPERS (Finance) to enter birthdate information required for new persons to access MILO and myMU.  Enter the date of birth in the format DD-MMM-YYYY.  The person's age will automatically be calculated for you.  Enter the gender code by clicking on the appropriate radio button. Enter the person's SSN in the SSN/SIN/TFN field.  Save the data you have entered.

ASSIGNING FACULTY/ADVISOR STATUS

If the person you have created in Banner is a faculty member or an advisor, go to form SIAINST.  Key in the person's MUID# and enter an effective term code in the Term field.  Perform a Next Block function, enter "AC" in the Status field, enter a checkmark in the Faculty field if the person is a faculty member, and enter a checkmark in the Advisor field if the person will be assigned to students as an advisor.  Save the data you have entered.