Biographical Data

8.1 Calendar Dates

Dates are best entered in Banner in the format MMDDYY or MMDDYYYY with no punctuation.  Banner will redisplay the date in the 04-Aug-2005 format.                     

The entry month (MM) must be the month's two-digit number in the calendar year using a preceding zero (0) if necessary.  The entry day (DD) must be the two-digit day, again using a preceding zero for one through nine. 

The year may be entered either as the last two digits or all four digits of the year.  Banner converts any two-digit years to four-digit years using the following rules:

• If YY < 50 then YYYY=20YY
• If YY >= 50 then YYYY=19YY

When entering birth years before 1950, use all four digits.

If you enter a "t" in the date field and press ENTER, today's date will default into the field.

Holder Dates

If an exact day is not known where a date is required, a place holder date may be used.  Recommended place holder dates are 01/01/YYYY if the year is known, MM/DD/1900 if the month and day are known, or 01/01/1900 if the date is unknown.

8.2 Gender

The U.S. Department of Education requires Bethel to report gender information.   A person's gender is entered in Banner form SPAPERS or on the biographical tab of APAIDEN.

NOTE: All employees and students must be classified as a male or female.  Adding the gender for every person is strongly recommended in order to create the basic biographical information record.

8.3 Date of Birth

The Date of Birth is required for employees and those applying for admission to Bethel University, but is optional for all others.  All changes to the date of birth for employees (current, retired, former, or applicant) must be directed to the Office of Human Resources.  Changes for all other individuals may be made upon request to the appropriate office.  The date of birth is entered in the Banner form SPAPERS or on the biographical tab of APAIDEN.

8.4 Marital Code

Marital status is required for all Bethel students applying for financial aid and Bethel employees.  The status is also gathered for constituents of the University.  Marital status is maintained in the SPAPERS form or on the biographical tab of APAIDEN.

8.5 Social Security Number

The social security number is entered either in the Banner form SPAPERS or on the biographical tab of APAIDEN.  Bethel's policy is that only a U.S. Social Security Number will be entered into this field.  If information is not available, leave the field blank.  Do not enter a holder number.

A U.S. social security number is required for all employees, students and independent contractors. Social security numbers are not required for international students unless they are employees. 

Enter the entire 9-digit U.S. Social Security number, omitting dashes and spaces between numbers (e.g. 123456789).
Professional judgment should be used when making corrections to social security numbers based on error at initial entry. All changes for Bethel employees (current, retired, former, or applicant) must be directed to the Office of Human Resources.  Changes for students who are not employees should be directed to the University Registrar.

SSN Supplement

Note:  Current students have the right to refuse to give Bethel their social security number.  Because documentation of such instances is invaluable for institutional reporting, a supplemental data area was created for comments on why a social security number is missing for a current student.

This area may be viewed from the biographical tab by clicking on the light bulb icon at the right end of the toolbar. 

Comments may either be entered as a code on the first line (with interpretations on the bottom), as text on the second line, or both.  The most common codes are I - International Student, P-Permanent Resident, R-Refused to give SSN, S-Spouse Auditing Classes.  The Registrar Office staff maintains the data.

8.6 Race/Ethnicity Codes

Ethnicity is tracked for federal and state reporting requirements. Ethnicity is requested of all students and employees who are US citizens or permanent residents. However, an individual may refuse to give ethnicity information.

There are two parts to race/ethnicity reporting. 

• The first is a question of whether the individual is Hispanic or Latino (defined as a person of Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture or origin, regardless of race.)
• The second is an indication of other racial groups with which the individual identifies.

8.7 Deceased Information

Due to the sensitivity of this issue, prompt attention is important to stop future mailings from any university office. Deceased status must be verified information, not just perceived information.  Deceased information is entered in Banner in the SPAPERS form or on the biographical tab of APAIDEN.

All reports for communication purposes MUST search for, and exclude, deceased persons.

8.8 Name Prefixes

Standard prefixes should be collected and maintained as part of an individual’s name record in APAIDEN, particularly for constituents.  The “Prefix” field is located in the current identification tab.  Abbreviated titles should use periods.

Samples of standard prefixes are listed below. See the Abbreviation Section of Webster’s Dictionary for more.

8.9 Name Suffixes

Standard suffixes should also be collected and maintained as part of an individual’s name record in APAIDEN, particularly for constituents.  The “Suffix” field is located in the current Identification tab.  

Samples of standard suffixes are listed below. See the Abbreviation Section of Webster’s Dictionary for more.

8.10 Citizenship and International Persons Information

Citizenship is required information for students and employees at Bethel University.  A person's citizenship is entered and maintained in the SPAPERS form or on the biographical tab of APAIDEN using either a code of Y or N.

Country of citizenship and visa type are maintained on the GOAINTL form.  Both items are required for any person who is not a citizen of the United States.  Codes for country of citizenship are selected from the same table as the nation codes used in addresses.  The most current Visa type codes include:                                        

Citizenship and related information is maintained by the following offices:

Any changes to citizenship or visa information for currently enrolled students must be coordinated through the International Student Advisor in Student Life.

8.11 Religion Codes

Religion or denomination codes are tracked for students in the SPAPERS form or on the biographical tab of APAIDEN.  The code is sometimes used by Financial Aid in determining eligibility for certain scholarships.   Church Ministries tracks the denomination affiliation of churches.  The seminary also uses codes for student reporting.

Valid denomination codes are contained in a table accessed by clicking on the drop down arrow to the right of the field.