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  • Symbols should never be used in the first position of a field.
  • The ampersand '&' should not be used in place of 'and' unless otherwise noted in this document.
  • The percent symbol '%' should never be used. Designate 'in care of' as 'c/o' (lowercase) and enter it on the first street address line.

Three Line Address Example

Marvin Martian

c/o The Johnson Family

1600 Washington Blvd

  • The underscore character '_' should never be used.
  • Avoid using the pound sign '#' within an address. The standard default for a unit designator is "Apt".

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Punctuation should be avoided with two exceptions shown below.  Commas and apostrophes are never used. 

Allowable Punctuation Examples

Slashes (fractional addresses)

101 1/2 Main St

Hyphens (hyphenated addresses)

289-01 Montgomery Ave

Secondary Address Unit Designators

Enter secondary unit designators, such as an apartment, suite, building, at the end of the street address.

Secondary Address Unit Examples

Enter

102 Main St Apt 101

Enter

1600 Central Pl Bldg 14

Enter

55 Sylvan Blvd Rm 18

Enter

1356 Executive Dr Ste 202

If the primary address is longer than 30 characters, place the secondary unit designator on the first address line preceding the primary address. It should never be entered on the line following the primary address.

Lengthy Address with Unit Designator Example

Enter

Apt 202

1356 S Green Mountain Dr

Recommended abbreviations for common unit designators

Unit Designator

Data Standard Abbreviation

Apartment

Apt

Building

Bldg

Department

Dept

Floor

Fl

Room

Rm

Suite

Ste

Trailer

Trlr

Unit

Unit

Compass Directions

Compass directional words should always be abbreviated.  A directional is only spelled out when it is the actual street name.

Compass Direction Address Examples

Enter

102 Main St SW

Enter

1604 W South St

Compass Direction

Abbreviation

East

E

West

W

North

N

South

S

Northeast

NE

Northwest

NW

Southeast

SE

Southwest

SW

 Some addresses use compass directions in the house number (with no spaces).

Compass Direction in House Number

Enter

N99W5593 Portland Rd

Dual Addresses

If an address contains BOTH a street address and a post office box, the U.S. Postal Service will deliver mail to the first address line listed above the city/state/zip line. Usually the post office box is entered on the line immediately above the city/state/zip.  If Clean Address places the PO Box first, defer to the Clean Address format.

Banner Address Entry with PO Box

Dr. Richard Burns

Evergreen Bldg

1379 W Pine St

PO Box 2351

Denver CO  87003

Abbreviations for Street Designators

Common abbreviations for street designators are listed below. 

STREET SUFFIX

ABBREVIATION

Avenue

Ave

Boulevard

Blvd

Court

Ct

Circle

Cir

Drive

Dr

Highway

Hwy

Lane

Ln

Parkway

Pkwy

Place

Pl

Road

Rd

Street

St

Terrace

Ter

Trail

Trl

Way

Way

 

Sources for Additional Information

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When the city name defaults to a metro area name, it is acceptable to change the city to the actual community name.   (For example, when entering the zip code 55112, the city will default to Saint Paul, but could be manually changed to Arden Hills.)

City Standards Examples

Spell out

Saint Paul

Spell out

Mount Vernon

Compass directions are not abbreviated when part of the city name.

City Standards Example:  North Branch

Enter

North Branch

DO NOT ENTER

N Branch or N. Branch

 

5.5 State and Province Standards

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Both are entered in the state field, not the city field and all are included in the Banner state/province table.

Canadian Address Example

Name

Sam Saunders

Address Line 1

525 Albert St Apt 303

City

Waterloo

State

ON

Zip

J0P 1H0

Nation

CDN

5.6 Zip Code Standards for the United States and Canada

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A hyphen is acceptable punctuation for separating the first five digits of the zip code from the four digit zip extension.

US Zip Example

19025-1007


Canada

Canada Zip Examples

T2T 2Y5

R2L 1N4

Letters in Canadian postal codes must be in uppercase. Enter the six-character postal code by keying in 3 characters, a space and the last 3 characters.

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For additional information try a Google search on “international address formats.”


Country

State

Zip

Nation

Brazil

Usually none.

There may or may not be a postal code.

Use “BR” for the nation code.

Canada

Provinces are included in Banner’s state lookup table.

Canadian postal codes are a combination of letters and numbers. 

Use “CDN” for the nation code.

China

Enter the city and province, if one exists, in the city field with a space between. (e.g. Chengdu Sichuan)

There may or may not be a postal code.

Use “RC” for the nation code.  Note:  Hong Kong is its own nation.

Great Britain

Usually none

The postal code includes letters and numbers

Use the nation code for Great Britain, not England.  Great Britain includes England, Northern Ireland, Scotland, Wales, Guernsey, Jersey, Alderney, Sark, and the Isle of Man.

Japan

Usually none

Japanese addresses may have a postal code.

Use “PI” for the nation code.

Kenya

Usually none

Usually none

Use “EAK” for the nation code.

Philippines

Usually none – there is no need to specify the island.

Usually none

Use “PI” for the nation code.

Sweden

Usually none


Usually none

Use “S” for the nation code.

Taiwan

Usually none

Usually none

Use “TJ” for the nation code.

International  Address Example 1

Name

Nicholas D Graham

Address Line 1

75 Eaton Ter

City

London

State


Zip

SW1 W8TN

Nation

GB

International  Address Example 2

Name

Bob Marley

Address Line 1

PO Box 9239

City

Kingstown

State


Zip


Nation

JM


Military Overseas Locations

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AP for mail destined to the Pacific

Military Overseas Address Examples

Enter

Sgt Cher Downey

PSC 802 Box 2625

APO AE 09777-0010


Enter

Seaman Duane Reeves

B Division

USS North Dakota

FPO AA 34093-2344

 

Military Domestic Locations

Domestic military mail uses regular street style addresses.

Military Domestic Address Examples

Enter

Col Margaret Henry

Lowery Air Force Base

8205 E 6th Ave 405

Denver CO 80234

Enter

Capt Jack Harris

2314 Barracks St

Minot AFB ND 58705

5.8 Banner Address Types

Bethel’s goal is to maintain a standardized list of address types based on purpose of the address, rather than separate types for each department.  Some types are used by only one office but many are shared.

(For example, an individual may be an alumnus, an employee, enrolled as a current student, appear in accounts payable, and have only a single address.)

Type

Description

Purpose

Responsible Office

AN

Annuity Address

Used to process annuities

Development, Business Office





BI

Billing/Remit To Address Non-person only

Used for billing purposes when different from the BU or MA address

Business Office, Purchasing





BU

Business/Work Address – only

Non-persons

1)      Principle address for non-person vendors and businesses

2)   Principle address for churches, schools. 

Business Office, Purchasing, Church Ministries, Registrar, Development Office





LC

Location

1) Location of a church or organization

2) Missionary field locations

Church Ministries, CAS Admissions





MA

Mailing Address

Mailing address for faculty, staff, students, and constituents. 

(Default address type for Bethel)


Faculty/Staff:  Human Resources

Recruits/applicants:  Admissions Offices

Current Students: Registrar's Office/Student Life or Student Services

Alumni/Donors:  Alumni & Parent Services, Development

Pastors:  Church Ministries

Vendor Individuals:  Business Office





OC

Off-campus CAS (college) Student Address

Addresses for CAS students not in campus housing and not commuting from home

CAS Student Life Office





PO

Bethel Post Office Box

Bethel Post Office Box for students, faculty, staff

Bethel Post Office





SE

Seasonal Recurring Address

Used to track recurring summer and winter mailing addresses

Development

WK

Work Address for Students and Constituents

Non-Bethel work address for students, adjunct faculty, and constituents

Admissions Offices, Student Services, Provost Office, Development, Church Ministries, Alumni and Parent Services, Business Office

It is very important to forward updates to the responsible office and contact the appropriate office with questions.

Special Types:

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PG, PS, PT, PW

...

Campus Post Office Forwarding Addresses

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Forwarding address types for Campus Post Office

PG - Graduate

PS – Summer

PT – Temporary

PW – Withdrawn Student

...

Bethel Campus Post Office

...

PR

...

Permanent Non-mailing Location

...

The location where a person resides, if different from the mailing address

...

Rarely used only for documentation purposes

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TM

...

Temporary

...

Used to maintain temporary addresses.

...

Rarely used only for documentation purposes

5.9 Address Sources

Bethel’s goal is to add a source to every new address entry.  One address = one source. This greatly helps to track the trail for address changes for an individual, particularly when maintenance is shared by a number of offices.

Many sources are unique to a certain office; others are shared among a number of offices.  Sources common to several offices are listed below.  Additional sources only specific to one office are not included below but do appear in the Banner lookup table.

Address Sources for New or Current Addresses:

 

CODE

DESCRIPTION

APP

Admissions Application

BCRD

Business Card from Individual

CARD

Inquiry Card/Coupon/Publ Reqst

CHK

Address on check

DUPL

Duplicate ID Data Correction

EMAL

Email notification

EVNT

Event registration

FORM

Formatting/Standard Correction

LETR

Letter or note from individual

NCOA

National Change of Address (on files from the mailing house)

ONLN

Online Dir/CLEAR

PERS

Person stopped by the office

PHON

Phone call

POST

Post Office change

WEB

World Wide Web

Add only to an outdated address when the new address is not known:

CODE

DESCRIPTION

RETN

Returned mail

5.10 Basic Address Change Process

In Banner we never update an existing address; we inactivate the old address and insert a new record for the new address entry.

  • Change the ‘TO’ date on the existing address to the current date.
  • Be sure the inactive box is also checked.
  • Select ‘Insert Record’.
  • Enter address information, including the from-date, type, street address, city, state, zip, nation, and address source.
  • Save all changes.

NOTE:  The Business Office should be notified of address changes for students who have id records beginning with a ‘C’ or ‘V’.  Data managers may proceed to make the change if they choose, but the address for the corresponding id without the ‘C’ or ‘V’ MUST be updated.

5.11 Householding

NOTE: Seasonal addresses (SE) should not be inputted/exist within Banner. Salesforce is the only system that handles seasonal addresses well by enabling the user to enter a recurring date range (without tying it to a year). Salesforce will automatically update the contact's preferred/current address based on the seasonal address date range. The current address will sync to Banner as the Mailing (MA) address. If the user has an active seasonal address, they will see the addresses flip back and forth in Banner (both coded as MA). Users should contact university-advancement-updates@bethel.edu if they want a new seasonal address to be entered in the system.





WK

Work Address for Students and Constituents

Non-Bethel work address for students, adjunct faculty, and constituents

Admissions Offices, Student Services, Provost Office, Development, Church Ministries, Alumni and Parent Services, Business Office







It is very important to forward updates to the responsible office and contact the appropriate office with questions.

Special Types:


PG, PS, PT, PW

Campus Post Office Forwarding Addresses

Forwarding address types for Campus Post Office

PG - Graduate

PS – Summer

PT – Temporary

PW – Withdrawn Student

Bethel Campus Post Office

NOTE: These address types are no longer used. The Self-Service Banner page to collect PG and PS addresses has been removed. Now, all students are referred to the Registrar's Office Change of Data form which will enable them to enter a temporary or permanent address change. Both address types will be entered with the MA address type for the corresponding date range.





PR

Permanent Non-mailing Location

The location where a person resides, if different from the mailing address

Rarely used only for documentation purposes





TM

Temporary

Used to maintain temporary addresses.

Rarely used only for documentation purposes

5.9 Address Sources

Bethel’s goal is to add a source to every new address entry.  One address = one source. This greatly helps to track the trail for address changes for an individual, particularly when maintenance is shared by a number of offices.

Many sources are unique to a certain office; others are shared among a number of offices.  Sources common to several offices are listed below.  Additional sources only specific to one office are not included below but do appear in the Banner lookup table.

Address Sources for New or Current Addresses:

 

CODE

DESCRIPTION

APP

Admissions Application

BCRD

Business Card from Individual

CARD

Inquiry Card/Coupon/Publ Reqst

CHK

Address on check

DUPL

Duplicate ID Data Correction

EMAL

Email notification

EVNT

Event registration

FORM

Formatting/Standard Correction

LETR

Letter or note from individual

NCOA

National Change of Address (on files from the mailing house)

ONLN

Online Dir/CLEAR

PERS

Person stopped by the office

PHON

Phone call

POST

Post Office change

WEB

World Wide Web

Add only to an outdated address when the new address is not known:

CODE

DESCRIPTION

RETN

Returned mail

5.10 Basic Address Change Process

In Banner we never update an existing address; we inactivate the old address and insert a new record for the new address entry.

  • Change the ‘TO’ date on the existing address to the current date.
  • Be sure the inactive box is also checked.
  • Select ‘Insert Record’.
  • Enter address information, including the from-date, type, street address, city, state, zip, nation, and address source.
  • Save all changes.

NOTE:  The Business Office should be notified of address changes for students who have id records beginning with a ‘C’ or ‘V’.  Data managers may proceed to make the change if they choose, but the address for the corresponding id without the ‘C’ or ‘V’ MUST be updated.

5.11 Householding

Context:

Banner has the capacity to store householding information but it is unreliable and out of date. The Advancement org of Salesforce should be considered the source of truth for householding information at Bethel. The household information does not currently sync between Salesforce and Banner, only relationships.

The decision was made in 2023 when migrating from Raiser's Edge to Salesforce, that only spouses who share an address would be householded. Siblings and children are not householder with each other or their parents because it became too difficult to maintain/update and un-household the child once they graduated.

When a spouse becomes deceased, the Advancement office has a manual process to remove them from the household of the surviving spouse, primarily for donor, donation roll-up, and household greeting purposes on physical mail communication.

Manually Updating Data:

  • If you are updating an address for an individual in Banner that Banner thinks has household members, you will see an additional "Household Members" tab appear in APAIDEN. You do not need to worry about switching to that tab to update the address of associated household members. Only update the addresses in Banner for the contact(s) who have directly requested the change.
  • Advancement is working on data integrity reports to help them identify potential householding issues. Therefore, it is increasingly important to update marital status (in Banner or Salesforce) as Bethel becomes aware. That way, a data integrity report can be built to identify individuals who have a marital status of single or divorced who are part of a household with 2 members for data clean up. Without updating marital status, the former spouse will remain householded and the former spouse's address will be updated to match the newly provided address.
  • If you'd like to proactively notify the University Advancement data team about a household update, you can contact: university-advancement-updates@bethel.edu

Automatic Householding Updates in Salesforce:

  • If you update the address for Spouse 1 in Banner, that information will sync from Banner > Admissions Salesforce > Advancement Salesforce
  • Advancement Salesforce has an automated process to ensure that all household members' addresses get updated as needed. Therefore, Spouse 2's address will automatically be updated to match Spouse 1.

Updating the addresses of householded family members is a necessary part of updating any address.

  • Initially check the “Household Members” tab on the far right of APAIDEN to determine if there are household members. This tab is only activated and accessible from the “Address” tab.  The number of householded individuals will be noted in parentheses.
  • Once in the “Household Members” tab, use the Argos/Banner Search/Current Student and Employee Check data block to determine whether any household members are current or retired employees or current students. If so, stop and email all pertinent information for employees to bethelhr@bethel people-culture@bethel.edu.  Stop and email all pertinent student information to the Registrar.
  • Review each individual’s relationship and current address to determine which addresses should or should not be updated.

Spouse addresses (indicated by “SPS” in the field labeled “Cross-Reference”) are usually updated.

Children’s addresses (indicated by “CHD” in the “Cross-Reference” field) are usually updated when their address is still the same as the parent’s previous address.  If listed, the age can be helpful in this decision as well.

Data managers who work with recent CAS graduates should be careful not to update parents’ addresses.  They will be indicated by “PAR” in the “Cross-Reference” field.  Most likely the graduate is moving into his/her own residence.

  • To update a household family member’s address, leave the check mark in the “Update” box. To bypass updating a household family member’s address, remove the check mark.

Household updates are only done for MA or SE address types.Note:  See more detailed documentation on house holding for additional guidelines. 

5.12 Frequently Asked Questions

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