AIS-SOP-001 - Data Entry Standarization



|PAGE 1 of 63 |STANDARD OPERATING PROCEDURE |Advancement Information Services |

|SOP NO. |SOP TITLE |EFFECTIVE DATE |

|001 |Data Entry Standardization |08-May-2009 |

|DIVISION |DEPARTMENT |SUPERSEDED DATE |

|Advancement |Advancement Information Services |N/A |

|SOP PREPARED BY |DATE |DEPT APPROVAL |DATE |

|Cassie Henry 05/08/09 | |

|OTHER APPROVAL |DATE |QUALITY APPROVAL |DATE |

| | |

PURPOSE

THIS DOCUMENT DEFINES THE ADVANCEMENT INFORMATION SERVICES STANDARD OPERATING PROCEDURE FOR ENTRY OF DATA INTO THE SYSTEMS UTILIZED AND/OR MAINTAINED BY THE UNIVERSITY ADVANCEMENT DIVISION OF JAMES MADISON UNIVERSITY. THE TERM “SYSTEM” WILL BE USED THROUGHOUT THIS PROCEDURE TO GENERALLY REFER TO JMU UNIVERSITY ADVANCEMENT INFORMATION SYSTEMS.

SCOPE

THIS DATA STANDARDIZATION PROCEDURE APPLIES TO ALL ACTIVITIES ASSOCIATED WITH ENTRY OF BUSINESS DATA ENTERED INTO SYSTEMS UTILIZED AND/OR MAINTAINED BY ADVANCEMENT INFORMATION SERVICES.

The audience for this document is all individuals with data entry, maintenance or reporting responsibilities and/or roles as defined in this SOP (see Section 5.0 ROLES AND RESPONSIBILITIES).

TABLE OF CONTENTS

1.0 PURPOSE 1

2.0 SCOPE 1

3.0 TABLE OF CONTENTS 2

4.0 DEFINITIONS 5

5.0 ROLES AND RESPONSIBILITIES 6

6.0 confidentiality - Policy 7

7.0 Social Security Numbers - Policy 7

8.0 Graduation Year 8

8.1 Preferred Grad Year 8

8.2 Actual Grad Year 9

9.0 Date Formats 11

10.0 Names - Guidelines for Data Entry of names 11

10.1 New Entries 11

10.2 Prefixes 11

10.3 Salutations 12

10.4 Military Prefixes 15

10.5 Maiden Names 16

10.6 Former Names 17

10.7 Proper Names 18

10.8 Persons with two or more given names 19

10.9 Nicknames 20

10.10 Corporate Names 21

10.11 Corporate Honor Roll labels 22

10.12 Suffixes 22

10.13 Anonymous donors/donations 24

10.14 Deceased Individuals 24

11.0 addresses – guidelines for data entry of addresses 25

11.1 Standards 25

11.2 Symbols 25

11.3 Standardized USPS Delivery Address Line and Last Line 25

11.4 Address Punctuation 25

11.5 Standard State/Province Abbreviations: 25

11.6 Standard Street Abbreviations: 26

11.7 Secondary Unit Abbreviations: 26

11.8 Compass Directions 27

11.9 Street Address with an associated PO Box 28

11.10 Military Addresses - Overseas 28

11.11 Military Addresses – Domestic 29

11.12 International Addresses 29

11.13 JMU Business Addresses 30

11.14 Corporate Addresses 31

11.15 SIC Codes 32

12.0 Phone Numbers – Guidelines for Data Entry of phone numbers 33

12.1 Domestic Phone Numbers 33

12.2 International Phone Numbers 33

13.0 EMAIL 35

13.1 Personal Email Address 35

13.2 Business Email Address 35

14.0 Address SOURCE Codes 35

15.0 general indicators 36

16.0 cfae types – per case standards 38

17.0 Record Types 39

17.1 Individual record types 39

17.2 Corporate record types 40

17.3 JMU Employee Record Types 43

18.0 VERSION HISTORY 46

19.0 REFERENCES 46

20.0 Appendix 47

20.1 US State postal abbreviations 47

20.2 Standard street abbreviations 50

20.3 Secondary Unit Designator 64

20.4 Military Officer Rank Abbreviations 64

20.5 Military Enlisted Rank Abbreviations 65

DEFINITIONS

TABLE 1 ACRONYM AND ABBREVIATIONS

|Acronym |Term |

|AF |Annual Fund Campaign |

|AGR |Advancement Gifts and Records |

|AIS |Advancement Information Services |

|AVP |Associate Vice President |

|BOV |Board of Visitors |

|CASE |Council for Advancement and Support of Education |

|CAE |Council for Aid to Education |

|DC |Duke Club Campaign |

|DO |Development Officer |

|FTE |Full-time Equivalent |

|HEP |Higher Education Publication (guidelines for expected match) |

|IRS |Internal Revenue Service |

|IRC |Internal Revenue Code |

|IT |Information Technology |

|MC |Madison Century Campaign |

|RC |Ruffalo Cody (system used to record data for university phone-a-thon call |

| |center) |

|UA |University Advancement |

|VSE |Voluntary Support of Education |

Table 2 Terms

|Term |Definition |

|Campaigns |Annual Fund (AF), Duke Club (DC), Madison Century (MC), Duke Club Stadium Campaign (DCSC) |

|Constituent |Donor or potential donor (alumni, parent, friend, employee, corporation, foundation) |

|Donor-advised fund |The donor sends an asset to a tax-exempt organization as a gift to that entity. The donor then contacts |

| |the fund and advises it to make a gift to a qualified organization. The Fund is legal donor. |

|Donor-directed fund |The donor sends an asset to a financial institution for investment, and then directs that institution to |

| |issue a check in the name of the qualified nonprofit. The Individual is the legal donor. |

|Major Gift |≥ $25,000 |

|Prospect |Any alumni, parent, or friend with an ID in Viking that has the capacity—based on identified assets—to |

| |make an irrevocable gift of ≥ $25,000 over no more than five years. |

|Prospect Mgmt |A system used to track the movement of the Development Office’s Prospect pool through a series of stages.|

| |This prospect management system emphasizes the Prospect’s gift rating and stage of cultivation and helps |

| |support this emphasis by tracking visits (significant contacts) with Prospects, by tracking and reviewing|

| |the strategies for working with each Prospect, and by ensuring that cultivation with a Prospect is |

| |coordinated. |

|University Advancement |Constituent Relations, Development, Communications & Marketing, and Advancement Information Services |

|Viking |System used for recording donors (and potential donors), gifts and recognition credit for James Madison |

| |University constituents. |

ROLES AND RESPONSIBILITIES

TABLE 3 ROLES & RESPONSIBILITIES

|Organizational Role |Responsibility |

|AVP |Associate Vice President and executive sponsor responsible for the review and approval of SOP’s. |

|Gift Processor |Responsible for gift data entry and the integrity of that data. |

| |Responsible for donor biographical or demographic updates when necessary. |

|Prospect Identification |Responsible for identifying those constituents with the capacity and interest in making a major gift to |

| |the JMU foundation. |

|Prospect Research |Managing, tracking, reporting, and analyzing information about Prospects, ratings, cultivation history, |

| |solicitation plans and the systems that help determine fundraising capacity. |

|Matching Gift Manager |Responsible for management of the matching gift program and entry of matching gifts. |

|Quality Assurance |Responsible for the review and consistent application of the Data Standardization SOP and associated |

| |standard operating procedures. |

|Information Technology |Responsible for system maintenance and upgrades, interfaces and data imports from other university |

| |systems. |

|Reporting Manager |Responsible for writing and generating ad hoc reports at the request of users. |

confidentiality - Policy

THE FAMILY EDUCATION RIGHTS AND PRIVACY ACT OF 1974 (FERPA) SETS FORTH REQUIREMENTS REGARDING THE PRIVACY OF STUDENT RECORDS. FERPA GOVERNS: (1) RELEASE OF STUDENT EDUCATIONAL RECORDS MAINTAINED BY AN EDUCATIONAL INSTITUTION AND (2) ACCESS TO THESE RECORDS. THE ACT REQUIRES THE UNIVERSITY TO PROTECT STUDENTS’ RIGHTS TO LIMIT DISCLOSURE OF PERSONALLY IDENTIFIABLE INFORMATION CONTAINED IN THEIR EDUCATION RECORDS. DISCLOSURE INCLUDES THE RELEASE, TRANSFER OR OTHER COMMUNICATION OF INFORMATION TO ANY PARTY BY ANY MEANS, INCLUDING ORAL, WRITTEN OR ELECTRONIC. ANY INFORMATION CONTAINING STUDENT OR EMPLOYEE NAMES AND/OR ID NUMBERS MUST BE DESTROYED PRIOR TO DISCARDING (PREFERABLY SHREDDED).

Social Security Numbers - Policy

SOCIAL SECURITY NUMBERS ARE NO LONGER STORED OR RECORDED IN THE AIS DATABASE. JAMES MADISON UNIVERSITY WILL CONTINUE TO RECORD AND MAINTAIN SOCIAL SECURITY NUMBERS FOR STUDENTS IN THE STUDENT ADMINISTRATION SYSTEM. ANY DOWNLOADS FROM THE SA SYSTEM WILL NOT COLLECT/POPULATE SOCIAL SECURITY NUMBERS FOR AIS. SOLICITATION PIECES WILL NO LONGER COLLECT THE FULL SOCIAL SECURITY NUMBER FROM DONORS. LEGACY INFORMATION IN VIKING HAS BEEN ARCHIVED AND AN ALGORITHM CREATED TO DISGUISE ALL BUT THE LAST FOUR DIGITS OF THE SOCIAL SECURITY NUMBER FOR EXISTING RECORDS. THIS FALSE NUMBER IS DISPLAYED IN THE “FEDERAL ID” FIELD ON THE PEOPLE/BIOGRAPHICAL SCREEN.

Graduation Year

8.1 PREFERRED GRAD YEAR

Preferred graduation year should be recorded in the “Biographical” screen in the “Grad Year” field.

This field is used when a constituent has requested a grad year different from the year their degree was conferred (this is important in order for the constituent to be invited to return with the correct reunion class – the class they associate themselves with).

Under “Record Types,” click on “Alumnus” and “PREFERRED” should be typed in the comment field of the table showing the grad year.

Biographical View: [pic]

[pic]

8.2 Actual Grad Year

Actual grad year is recorded in the Education file. See Screen Shot #1. To access, click on the institution that is highlighted and you will find the actual “Grad Date” field and the “Year” field (see screen shot #2 below). This field is populated from a download from the Student Administration System and should never be changed.

Education Screen Shot #1: [pic]

[pic]

Education Screen Shot #2:

[pic]

DATE FORMATS

• ANNIVERSARY – RELATIONSHIPS SCREEN = MM/DD/YYYY

• Birthday – Biographical and Summary screen = MM/DD/YYYY

• Date of Death – Biographical screen = MM/DD/YYYY

• Grad Date – Education screen = MM/DD/YYYY

Names - Guidelines for Data Entry of names

THIS SECTION INCLUDES SPECIFIC INFORMATION REGARDING THE ADDITION/ENTRY OF NEW CONSTITUENTS INTO THE AIS DATABASE.

a New Entries

There are many ways Advancement Information services could be prompted to enter a new constituent ID in the Viking system. A pledge card and gift could arrive in the mail or a request could come from a department (I.E.: UREC student employee load, Development officer for new prospect). New constituents may be alumni, current students, parents, employees, or a friend of the university.

c Prefixes

A prefix represents a title that precedes a name.

Prefixes should be entered for all individuals, unless there is no way to determine what the prefix should be. Please use common sense when determining whether to omit a prefix. If a wife has informed us of her prefix as “Mrs.” and she lists her spouse as “John,” it is acceptable to assign John a prefix of “Mr.” If you are unsure, and the constituent is an employee of the university, call the employee to verify the name.

If a prefix is omitted for one spouse, it should not be entered for the corresponding spouse. Mixed prefix situations cause unreadable salutations on mailings.

The following list of prefixes is not exhaustive. See the Abbreviation section of Webster’s Dictionary for additional options.

|Dr. |Doctor |

|Fr. |Father |

|Gov |Governor |

|Hon. |Honorable |

|Judge |Judge |

|Miss |Miss |

|Mr. |Mister |

|Mrs. |Mistress |

|Ms. |Miss or Madame |

|Pres. |President |

|Prof. |Professor |

|Rabbi |Rabbi |

|Rep. |Representative |

|Rev. |Reverend |

|Sen. |Senator |

d Salutations

In Viking, salutations and labels are populated in Biographical [pic] by clicking on “Update salutations” and clicking on the corresponding link. Options include the following:

Singular Formal Label

Singular Regular Label

Singular Formal Salutation

Singular Informal Salutation

Joint Formal Salutation

Joint Regular Label

Joint Formal Salutation

Joint Informal Salutation

Salutations must be viewed before updating to insure proper joint salutation is set.

[pic]

Most salutations (single and joint) are automatically generated by the system based on the names (first, middle, last) entered in the Biographical screen.

The Requested and Honor Roll Labels however, must be manually populated. If a constituent requests that their name appear a specific way (and that is different from what has been system generated) a Requested Label must be created. Requested labels are singular and do not need to be duplicated on spouses if entered for an individual who is married.

Every Requested Label must have a corresponding Honor Roll Label. Note that Honor Roll labels are “household” labels containing both spouses and class years (if alumni). Both spouses would receive the same Honor Roll Label.

The RL (Requested Label) and HR (Honor Roll Label) labels override all other labels or salutations in the system. All reports and addresses will use the RL or HR label first (if one exists) for an individual. All estates will receive an Honor Roll label for printing in the Honor Roll list of donors each year.

The Requested Label is a two part label, containing “Name 1” and “Salutation”.

• The “Name 1” field contains the name that will appear on an envelope for a mailing (such as Ms. Tory K. Jenkins” in the example below).

• The “Salutation” field contains the name that will appear as the salutation on a thank you letter (“Dear Ms. Jenkins” in the example below).

Biographical Screen (Salutations):

[pic]

e Military Prefixes

Please ensure the proper rank abbreviation is used/typed correctly when addressing correspondence, paying particular attention when addressing such to the other services (i.e., Navy, Air Force, Marine Corps, & Coast Guard) as they are not all the same as the Army. For example, the Army abbreviation for Sergeant is typed “SGT” but is typed “Sgt” by the Marine Corps. Charts showing this information can be found in the appendix, and is linked below.

 Please click on the link or go to the Appendix (Section 20.0) for a detailed list of military officer abbreviations:

Military Officer Rank Abbreviations

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of military enlisted personnel abbreviations:

Military Enlisted Rank Abbreviations

Retired military:

Per the AP Stylebook, in the case of retired military, the most recent rank of the individual should be used as the prefix followed by their name, then lastly the abbreviation for retired - “(Ret.)”.

Examples:

Major General Charles D. Metcalf, USAF (Ret.)

James B. Davis, USAF (Ret.)

Captain Wayne P. Hughes, U.S. Navy, (Ret.)

Colonel Samuel S Creighton, U.S. Army (Ret.)

f Maiden Names

The maiden name field should never be populated for a single person. If provided, maiden name should be populated for married individuals, especially alumni.

Biographical [pic] (Former Names):

[pic]

g Former Names

When a person’s maiden or full middle name is found in the course of research, store that data in Former Names.

[pic]

h Proper Names

Enter the last, first and middle names exactly as the person has indicated. If given the full middle name, enter the full middle name. Do NOT change a full middle name to an initial.

Always use normal upper- and lower-case letters for names. If a person has written all upper-case letters, enter the normal upper- and lower-case letters. If the person’s name starts with a lower-case letter, enter the first letter in lower case.

Maintain spaces in last names (one space maximum) exactly as reported by the person.

Examples:

Van Buren

Van der Vaart

Vander Vaart

Use hyphens, apostrophes or dashes exactly as the person indicates in writing when recording their name. Do not use commas or periods in any name. Do not add punctuation where there is none. Initials, of course, do require punctuation.

In the following examples, any could be correct:

O’Donnell Odonnell

Dell’Acqua DellAcqua Dellacqua

Jones-Smith

Al-Hassan AlHassan al-Hassan alHassan al Hassan

St Denis StDenis St-Denis SainteDenis Saint-Denis Saint Denis

NOTE: Ensure that spouses last names are entered using the same spelling and punctuation.

i Persons with two or more given names

In cases where a single character is designated as the first name followed by a full middle name, place the single character in the first name field and the middle name in the middle name field.

Example: W Mark Jones

Enter as: first name = W / middle name = Mark / last name = Jones

If a person has more than two given names, and has not specified which are considered first vs. middle name(s), enter the first two names into the First Name field and any other names into the middle name field.

Example: Anne Marie Susan Smith

Enter as: first name = Anne Marie / middle name = Susan / last name = Smith

Example: Billy Joe Daryl Thomas Miller

Enter as: first name = Billy Joe / middle name = Daryl Thomas / last name = Miller

Upon request, it is acceptable to enter two names in the first name field.

Example: Anne Marie Smith

Enter as: first name = Anne Marie / middle name = blank / last name = Smith

k Nicknames

Nicknames in the Biographical screen should never be populated unless known and requested by the individual. Nickname should never be a repeat of the actual first name.

Biographical:

[pic]

If changing the name, make sure to check that the Sort Name has been updated. If the system does not overwrite the previous Sort Name, delete it and click Update again.

l Corporate Names

All information is typed in upper/lower case format (i.e. not all caps or all lower). If an “article” (a, an, or the) is used as an adjective within the full legal name of a non-person entry, it should be included when entering the name in Viking. If a non-person name begins with the word ‘The’, it should be included when entering the name in Viking (e.g. The Community Foundation).

Examples:

ABC Trucking

3M Company

Department of Defense

University of Virginia

J F Kennedy Company

Second National Bank

The Village Inn

Use periods, commas, hyphens, apostrophes, dashes, or spaces exactly as the business indicates in writing or as indicated on a business check. NOTE: due to limitations in Viking, quotes are an exception to this rule – only use single, not double quotes in a corporate name. Do not add punctuation where there is none. The ampersand (&) should only be used as part of a legal name, otherwise do not use it in any other capacity.

Examples:

Baltimore & Ohio Railroad (not B & O Railroad)

I.C.U. Eyeglass Inc. (not ICU Eyeglass)

Merck & Co., Inc. (not Merck and Company)

m Corporate Honor Roll labels

Corporate Honor Roll labels are added for corporations whose legal name may be duplicated across multiple locations with differing giving levels. The location is added to the corporation in parenthesis for publishing in the Honor Roll list.

Corporate Honor Roll label (H) should be added in Former and Alternate Names by AGR staff during entry and creation of multiple corporate records and during review of the annual honor roll.

Example:

|ID |Honor Roll Label |Sort Name |

|000902165 |Courtyard by Marriott (Harrisonburg, VA) |Courtyard by Marriott |

|000067732 |Courtyard by Marriott (Rockville, MD) |Courtyard by Marriott |

|000118390 |Courtyard Marriott (Williamsburg, VA) |Courtyard by Marriott |

n Suffixes

A suffix is a professional designation that follows a name.

The only suffixes that will be utilized in the AIS database are those that are part of a legal name such as “Jr.”, “Sr.” or “III”.

Other suffixes are as follows although this list is not exhaustive. See the abbreviation section of Webster’s Dictionary for additional choices.

|Suffix |Reference |

|CEO |Chief Executive Officer |

|CFO |Chief Financial Officer |

|CPA |Certified Public Accountant |

|DC |Doctor of Chiropractic |

|Dean |Dean |

|Director |Director |

|DDS |Dentist |

|DMD |Doctor of Dental Medicine |

|DO |Doctor of Osteopathy |

|DVM |Doctor of Veterinary Medicine |

|Esq. |Esquire |

|JD |Juris Doctor |

|Jr. |Junior |

|LLD |Doctor of Laws |

|MD |Doctor of Medicine |

|OD |Doctor of Optometry |

|PhD |Doctor of Philosophy |

|Ret |Retired |

|RN |Registered Nurse |

|Sr. |Senior |

o Anonymous donors/donations

There are multiple methods for handling anonymous donors in the AIS system. A donor may wish to remain entirely anonymous or may wish for one of many of their gifts to the University to be anonymous.

In general there are Anonymous Donors, Anonymous Gifts (transactions) and Anonymous IDs.

Please see AIS-SOP-002 – Entry and Tracking of Anonymous Donors - for a detailed description on how to handle donor requests for anonymity in the AIS system.

p Deceased Individuals

There are many ways AIS may learn that a constituent is deceased. AIS may receive returned mail that is marked ‘Deceased’ by the post office, receive a letter from the family, or receive a copy of an obituary. These sources are considered reliable and verifiable.

In all cases that are not reliable and verifiable, (I.E.: Call-center information or word of mouth) the information received must be forwarded to Prospect Research for further verification (after the constituent is updated to Deceased in the database).

In the case of information that is reliable and verifiable, AGR must check the Prospect Chronology screen in Viking to see if the deceased is defined as a Prospect. If the deceased is a Prospect, all documentation must be forwarded to Prospect Research for further investigation (after the constituent is updated to Deceased in the database).

When a gift is received from the estate of a deceased individual, the prefix in Viking should be changed to “Estate of” to ensure proper addressing of thank you notes, inclusion in Honor Roll and proper coding of gift by CFAE type.

Please see AIS-SOP-009 – Deceased Constituent Data Entry -- for a detailed description on how to further handle deceased constituents in the AIS system.

addresses – guidelines for data entry of addresses

STREET NAMES ARE COMPOSED OF A NUMBER, THE STREET NAME AND A POSSIBLE UNIT DESIGNATOR. FOLLOW THE GUIDELINES BELOW IN ENTERING AN ADDRESS INTO THE AIS SYSTEM.

a Standards

All information is typed in upper/lower case format (i.e. not all caps or all lower).

d Symbols

Symbols should never be used in the first position of an address field.

The ampersand ‘&’ should never be used in place of ‘and’.

The percent symbol ‘%’ should never be used.

The designation for ‘in care of’ should be abbreviated as ‘C/O’ and should be entered on the first street address line.

e Standardized USPS Delivery Address Line and Last Line

The Delivery Address Line and the Last Line of addresses output to the mail-piece should be complete, standardized, and validated with the ZIP+4 File and City State File, respectively. The Postal Service defines a complete address as one that has all the address elements necessary to allow an exact match with the current Postal Service ZIP+4 and City State Files.

A standardized address is one that is fully spelled out, abbreviated by using the Postal Service standard abbreviations or as shown in the current Postal Service ZIP+4 file.

f Address Punctuation

Punctuation in the street number and name is normally limited to periods, slashes and hyphens and should be used if space permits. With the exception of the hyphen in the ZIP+4 configuration, punctuation in the address may be omitted if necessary.

Periods: 39.2 RD

Slashes (fractional addresses): 101 ½ Main St

Hyphens (hyphenated address): 289-01 Montgomery Ave

h Standard State/Province Abbreviations:

State codes must be entered for all U.S. and Canadian addresses. For additional information, refer to the Postal Service Address Standards publication.

Canadian Provinces are entered in the State/Province field, NOT in the City field. Canadian provinces and territories are:

|Province or Territory |Code |

|Alberta |AB |

|British Columbia |BC |

|Manitoba |MB |

|New Brunswick |NB |

|Newfoundland and Labrador |NL |

|Northwest Territories |NT |

|Nova Scotia |NS |

|Nunavut |NU |

|Ontario |ON |

|Prince Edward Island |PE |

|Québec |QC |

|Saskatchewan |SK |

|Yukon |YT |

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of abbreviations for US States:

US State postal abbreviations

i Standard Street Abbreviations:

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of postal abbreviations for standard streets.

Standard street abbreviations

j Secondary Unit Abbreviations:

If the street address contains a secondary unit designator, such as an apartment, suite, building, etc., the preferred location is at the end of the street address.

Examples:

102 Main St Apt 101

1356 Executive Dr Ste 202

1600 Central Pl Bldg 14

55 Sylvan Blvd Rm 18

If the primary address uses all available characters on the address line, the secondary unit designator should be on the first address line preceding the primary address. The unit designator should never be on the line following the primary address.

Examples:

Ste 202

1356 S Executive Dr

Recommended abbreviations for common unit designators are:

|Unit Designator |Abbreviation |

|Apartment |Apt |

|Building |Bldg |

|Floor |Fl |

|Room |Rm |

|Suite |Ste |

|Trailer |Trlr |

|Unit |Unit |

Refer to the Postal Addressing Standards publication or the appendix of this document for other unit designator abbreviations.

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of postal abbreviations for secondary units:

Secondary Unit Designator

k Compass Directions

If appropriate, compass directional words may be abbreviated at the beginning and/or end of the street name. Since a directional word could be confused with the street name, apparent directional words in the middle of the address line should be spelled out; the second directional word must always be spelled out if space will not allow both to be spelled out.

Examples:

102 N Main St SW

160 N South St

1624 N South Blvd

Compass directional words should be abbreviated as follows:

East E

Northeast NE

West W

Northwest NW

North N

Southeast SE

South S

Southwest SW

Do not use abbreviated compass directions in city names if you have enough space to enter the entire city name spelled out.

m Street Address with an associated PO Box

If an address contains BOTH a street address and a post office box, the U.S. Post Office will deliver mail to the first address line listed above the city/state/zip line. In this situation, it is preferred that the post office box be the last part of the address entered before the city/state/zip.

|INFORMATION |VIKING ADDRESS |

|GIVEN |ENTRY |

|Dr. John Franklin Smith |Dr. John Franklin Smith |Dr. John Franklin Smith |

|Evergreen Building |Evergreen Building |Evergreen Bldg |

|1379 West Pine |P.O. Box 2351 |1379 W Pine |

|P.O. Box 2351 |1379 W Pine |PO Box 2351 |

|Denver, Colorado 87003 |Denver, Colorado 87003 |Denver, CO 87003 |

Do not enter data into the second address line until data has been entered into the first address line. Also, data should not be entered in the third address line until data has been entered into the second line. An example of a three-line address is:

C/O Marvin Martian

Chanin and Levers Inc

1600 Martian Blvd Ste 910

o Military Addresses - Overseas

Overseas military addresses must contain the APO (Army Post Office) or FPO (Fleet Post Office) designation along with a two-character “state” abbreviation of AE, AP or AA and the zip code.

.

AA for mail in the Americas other than Canada (340)

AE for mail going to Europe, the Middle East, Africa and

Canada (090 through 098)

AP for mail destined to the Pacific (962 through 966)

Examples:

SSGT Mario Martian

Unit 2050 Box 4190

APO AP 96522-1215

Sgt Cher Downey

PSC 802 Box 2625

APO AE 09777-0010

Seaman Duane Reeves

B Division

USS North Dakota

FPO AA 34093-2344

q Military Addresses – Domestic

All domestic military mail must have a regular street style address.

Examples:

Col Margaret Henry

Lowery Air Force Base

8205 East Sixth Avenue 405

Denver CO 80234

Capt Jack Harris

2314 Barracks St

Minot AFB ND 58705

r International Addresses

Enter an international address exactly as provided, including punctuation. Try to avoid commas, however, as much as possible.

Do not abbreviate words that are spelled out.

With the exception of Canadian addresses, the City/State field should contain the full name of the province or state for a foreign address. Canadian addresses should use the state/province code field for the province code.

If available, the postal code should be entered in the ZIP/postal code field.

s JMU Business Addresses

Addresses for JMU employees should be entered into Viking as follows:

Business = 800 South Main St

Street 2 = MSC XXXX

Street 3 = Division

Street 4 = Department

Biographical (Primary Business Address):

[pic]

t Corporate Addresses

All corporate addresses should follow US Postal standards for punctuation, abbreviations, and unit designators. (See prior sections.) EXAMPLE:

Merck & Co., Inc.

One Merck Drive

PO Box 100

Whitehouse Station, NJ 08889-0100

Organizations>Biographical: [pic] [pic]

u SIC Codes

Standard Industrial Classification (SIC) codes in Viking are populated in the Organizations> Biographical screen.

[pic]

If you are adding a new corporation, and need to determine the SIC code, several websites can be utilized to search, by company, for the code:



or



Phone Numbers – Guidelines for Data Entry of phone numbers

a DOMESTIC PHONE NUMBERS

The standard entry for all phone and fax numbers is as follows:

• Area code must be in parenthesis.

• One space between area code and phone number

• Hyphen between first 3 and last 4 characters

Example: (540) 568-3555

The Primary home phone number should be entered in the HOME section; primary business phone number should be entered in the BUSINESS section of the Primary Address screen.

Phone 2 and Phone 3 fields should be coded as to what type of phone number they represent (cell, fax etc).

c International Phone Numbers

International telephone numbers consist of four to seven digits.

International telephone numbers should include the country and city codes as part of the international access code field.

1 Country Code

The country code consists of one to four digits and is required (e.g. 876)

2 City Code

The city code consists of one to three digits. Not all countries utilize city codes. The city code is often reported with a leading zero (0).

“011” must be dialed when making international calls from the United States unless dialing to any country included in the North American Numbering Plan.

The North American Numbering Plan, held among many North American countries (Mexico is not included) establishes a procedure for dialing international numbers in a way that is similar to traditional United States procedures (1 + area code). The country code for all NANP countries is 1. The following countries are considered to be a part of the NANP and can be dialed using 1 + the three digit area code. Any phone numbers from NANP countries can be entered in the domestic phone number field in the Viking system.

|Country |Area Code |

|Anguilla |264 |

|Antigua |268 |

|Bahamas |242 |

|Barbados |246 |

|Barbuda |268 |

|Bermuda |441 |

|British Virgin Islands |284 |

|Canada |Multiple |

|Cayman Islands |345 |

|Dominica |767 |

|Dominican Rebublic |809 |

|Grenada |473 |

|Guam |671 |

|Jamaica |876 |

|Montserrat |664 |

|Northern Marianas Islands (Saipan, Rota |671 |

|and Tinian) | |

|Puerto Rico |787 |

|St. Kitts/Nevis |869 |

|St. Lucia |758 |

|St. Vincent and Grenadines |784 |

|Trinidad and Tobago |868 |

|Turks and Caicos Islands |649 |

|U.S. Virgin Islands |340 |

EMAIL

WHEN ENTERING AN INDIVIDUAL’S EMAIL ADDRESS, THE E-MAIL PREF SECTION NEEDS TO HAVE EITHER HOME OR BUSINESS SELECTED

a Personal Email Address

The individual’s personal email address is entered in the email field under the home address section on the biographical screen. If an additional personal email address is available, it is entered in the website field of the home address section.

b Business Email Address

The individuals’ business email address is entered in the email field under the business address section on the biographical screen. No personal email addresses should be entered in this field.

Address SOURCE Codes

THE BIOGRAPHICAL SCREEN INCLUDES SOURCE CODES THAT ARE USED WHEN A CHANGE IS MADE TO A RECORD. SOURCE CODES ARE USED TO CREATE A HISTORICAL RECORD OF ADDRESS CHANGES AND ALLOW DATA ENTRY OPERATORS TO MAKE INFORMAL DECISIONS REGARDING ADDRESS UPDATES BASED ON THE SOURCE OF THE CHANGE.

D – Department

Information received from university departments or employees; i.e., Development officers, alumni office, donor relations, Dr. Brakke (Dean, Sci & Math), COB, etc.

E – Email/Phone

Change to email and/or phone ONLY

I – Import/Download

Import of new date – i.e., NOCA, Harris, Alumni Finder Screening, Ruffalo Cody; Downloads of internal system information – Student Admin (SA), Human Resources (HR), Graduates (Grad), Parent

K – Spelling/Entry Correction

Used for cleanup to spelling & entry only…not verification of information…i.e., spelling, zip codes (adding +4), phone number formatting, etc. If this code is taken away, data clean up may not happen for fear of creating unreliable source data.

P – USPS Personal Search

Information is much more reliable than typical web search. It is retrieved from (United States Postal Services) or is received in the mail as return mail.

Q – Projects

Information received for data cleanup projects, quality assurance projects, etc. If a project will be assigned a source other than “project”, the source code must be specified in the instructions.

S – Self

Information received via gift updates, self reported through phone, mail, Harris (on-line community), and phonathon (Ruffalo Cody direct).

W – Web Search

Information is sought from the Internet. AGR searches the Internet for information using web tools, i.e. Alumni Finder, Hoovers, web, etc.

general indicators

THE BIOGRAPHICAL SCREEN ALSO INCLUDES GENERAL INDICATORS THAT CONTAINS A VARIETY OF INFORMATION ESPECIALLY PERTAINING TO CONTACTING THE CONSTITUENT.

The “General Notes” section on this screen contains further explanations (such as how we received information about an individual who has passed away) concerning particular indicators. This section also includes the source from a name change or similar adjustment, entered into the comments field. Other notes include do not call or remove from lists, entered as Date MM/DD/YYYY, note, initials.

Below is a list of the fields in the General Indicators and their corresponding usage:

|Field |Use |

|Living |“[pic]” unless deceased. |

|Removed |“[pic]” when individual is deceased |

|Address Unknown |“[pic]” when individual address is unknown – Individual Lost |

|Anonymous |“[pic]” when an individual has requested to be anonymous |

|VIP |Not used |

|Duplicate Mail |“[pic]” when a two alumni household wishes to get two of the same mailing |

|Receives Mail |“[pic]” unless an individual requests not to receive any mail from JMU |

|Receives Magazine |“[pic]” unless an individual requests no Madison Magazine |

|Receives Newspaper |“[pic]” unless an individual requests no Geico or MBNA (Alumni relations) mailings. |

|Date of Birth |Downloaded for alumni from the Student Administration System (Registrar) when they graduate (MM/DD/YYYY) or |

| |self reports by individual or Development officer |

|Date of Death |Must be included when recording obituary information (MM/DD/YYYY) |

|Place of Birth |Record if known |

|Marital Status |Only enter when known. Choices include Unknown, Married, Divorced, Single, Partner and Widowed. |

|Ethnic Origin |Downloaded for alumni from the Student Administration System (Registrar) |

|Religion |Only enter when known – sometimes provided by Constituent Relations |

|Citizenship |Downloaded for alumni from the Student Administration System (Registrar) – Usually code of ‘US’- USA unless |

| |the alum is a citizen of another country, then code is ‘FR’ – Foreign National. |

Biographical (General Indicators):

[pic]

cfae types – per case standards

CASE IS THE “COUNCIL FOR ADVANCEMENT AND SUPPORT OF EDUCATION.” THE CASE BOARD SETS STANDARDS FOR REPORTING FUNDRAISING RESULTS FOR HIGHER EDUCATION INSTITUTIONS. THE FOLLOWING ARE THE CASE RECOMMENDED DONOR CATEGORIES (CFAE TYPES):

• Alumni – Any full or part-time, undergraduate or graduate, who has earned some credit toward one of the degrees, certificates, or diplomas offered by the university.

• Parent – Individuals who are the parents or guardians of current or former students at the university.

• Employee – Individual employed by the university. Former employees, retirees (faculty emeritus) and students are not included.

• Student – Individual currently enrolled at the university.

• Friend – Individual who has donated to the university or has developed a relationship with the university.

• Corporation – Businesses, partnerships, and cooperatives that have been organized for profit-making purposes, including corporations owned by individuals and families and other closely held companies who have given either a company gift, matching gift or has developed a relationship with the university. This category also includes company sponsored foundations – that is, those created by business corporations and funded exclusively by their companies as well as industry trade associations.

• Foundation – Personal and family foundations and other foundations and trusts that are private tax-exempt entities operated exclusively for charitable purposed.

RECORD TYPES

a INDIVIDUAL RECORD TYPES

Record types in Viking reflect the CFAE codes; they are entered under the People>Biographical screen by clicking on “New” under the “Record Types” heading.

Bigraphical (Record Types) screen #1:

[pic]

Define the record type by selecting from the following list.

Bigraphical (Record Types) screen #2:

[pic]

Once the record type is defined, other information can be entered about that record (as in grad year for the alumni – note this is the PREFERRED grad year (see section 8.1 Preferred Grad Year). PREFERRED will be entered into the COMMENTS field when appropriate.

b Corporate record types

Record types in Viking reflect the CFAE codes; they are entered under the Organization>Biographical screen by clicking on “New” under the “Record Types” heading.

Corporate record types are defined as follows:

A. Family Foundation/Alumni Personal and family foundations established by alumni that are private tax-exempt entities operated exclusively for charitable purposes. These operate as the conduits for the charitable donations of an individual or immediate members of a family.

Example: Leeolou Family Foundation

B. Corporate Foundation Company -sponsored foundations established with company profits as opposed to individual personal gifts.

Example: Lockheed Martin Corporation Foundation

C. Corporation Any corporation, company or business

Example: Circuit City Stores

D. Family Foundation/Friend Family foundations established by a friend that are private tax-exempt entities operated exclusively for charitable purposes. These operate as the conduits for the charitable donations of an individual or immediate members of a family.

Example: Houff Foundation

E. Educational Institution Any college, university or public school

Example: James Madison University, Harrisonburg High School

F. Foundation Private Foundations that are private tax-exempt entities operated exclusively for charitable purposes.

Example: Lettie Pate Whitehead Foundation

G. Fund Raising Consortium Entities that have been formed by a group of cooperating institutions or organizations for the purpose of facilitation their fund-raising activities.

Example: The United Way, World Reach, Inc.

H. Public Charity

Example: American Red Cross, American Cancer Society

K. Family Corporation/Friend

Example: Hilliard’s Chocolate System (Mr. Joe McDorman Owner. Person has an ID and is receiving memo credit for the gift. May be the recipient of athletic benefits)

L. Club Groups, fraternities, sororities, chapters and clubs established for social activities.

Example: Zeta Phi Beta Sorority, Shenandoah Valley Garden Club

M. Family Corporation/Alumni

Example: Bud-Dol Terrace Enterprises (Owner: Raymond W. Showalter JMU Alum. Person has an ID and is receiving memo credit for the gift. May be the recipient of athletic benefits.)

N. Agency A business or service acting for others or an administrative governmental department

Example: Women’s Issues Network, Shenandoah Valley Partnership,

P. Partnership Two or more persons who together own a business.

Example: Dudley, Galumbeck, Necessary & Dennis, Attorneys

R. Religious Group Any church affiliated group

Example: Catholic Campus Ministry, First United Methodist Church

S. Association An organized body of people; society

Example: Foreign Language Association of VA, National Association of School Psychologists

T. Trust/Bequest Alumni A trust agreement established by an alumnus as a vehicle for making a charitable contribution.

Example: Agnes M. Price Charitable Lead Trust #918898400

U. Trust/Bequest Friend A trust agreement established by a friend as a vehicle for making a charitable contribution.

Example: Thelma Kennett Branch Trust ID#000901669

V. Government A governing body

Example: Embassy of the Federal Republic of Germany.

W. Estate - Alumni Estate gifts received upon the death of an alumnus of the university.

X. Estate - Friend Estate gifts received upon the death of a friend of the university.

Y. Family

Z. Family - Friend

c JMU Employee Record Types

JMU employee records should be kept as up to date as possible for solicitations and mailings.

The following are the ONLY valid entries for JMU employees:

|Description |Record Type |Status |

|Current Full-time JMU Employee |“E” = Employee |Full-time |

|Current Part-time JMU Employee |“E” = Employee |Part-time |

|Current Retired JMU Employee |“R” = Retired |Current |

|Current Retired JMU Employee who is also working|“R” = Retired |Current |

|full-time |“E” = Employee |Full-time |

|Current Retired JMU Employee who is also working|“R” = Retired |Current |

|part-time |“E” = Employee |Part-time |

|Terminated Full or Part-time JMU |“X” = Former Employee |Current |

|Affiliate employees (Aramark) |NO record type of “E” = Employee |Do NOT use “Affiliate” status |

A retired employee who returns to the university to work after retirement is the only employee who should have two employment record types. Please see screen shot below for example.

[pic]

If an employee separates from the Institution, whether they resign or are terminated, their “Employee” (E) record type should be changed to “Former Employee” (X) record type.

Relationships [pic] (Related Organizations):

If an employee separates from the Institution, whether they resign or are terminated, their relationship to the organization should be changed to “Former Employer.”

[pic]

VERSION HISTORY

|VERSION |DATE |PREPARED BY |DESCRIPTION OF CHANGES |

|0.0 |21-DECEMBER-2005 |D. JORDAN |ISSUED FOR REVIEW |

|0.1 |21-FEBRUARY-2006 |D. JORDAN |REVISED AFTER REVIEW |

|0.2 |22-MARCH-2006 |D. JORDAN |REVISED FOR RETIRED MILITARY ABBREVIATIONS |

|0.3 |22-AUG-2006 |D. JORDAN |REVISED FOR SALUTATIONS, GRAD YEAR INFORMATION, DATE FORMATS, |

| | | |CORPORATE ADDRESSES AND FED ID NUMBER, GENERAL INDICATORS, AND |

| | | |NICKNAMES. |

|0.4 |30-AUG-2006 |D. JORDAN |UPDATED FOR REVISED NEW BUSINESS PROCESS AROUND PREFERRED GRAD |

| | | |YEAR AND ADDED SECTION FOR CODING RECORD TYPES (ESPECIALLY |

| | | |EMPLOYEES). |

|0.5 |20-OCT-2006 |D. JORDAN |UPDATED ENTRY OF NAMES (W. MARK) AND ADDED SECTION FOR RECORD |

| | | |TYPES PERTAINING TO JMU EMPLOYEES. |

|0.6 |15-DEC-2006 |D. JORDAN |UPDATED WITH SECTION 11.15 FOR CORPORATE SIC CODES |

|0.7 |10-JUL-2007 |D. JORDAN |UPDATE TO PREFIXES/SALUTATIONS |

|0.8 |25-APR-08 |G. TURNER |UPDATED WITH VIKING WEB SCREEN SHOTS. |

|0.9 |05-MAY09 |C. HENRY |REVISED AFTER REVIEW |

|1.0 |09-JUNE-2009 |D. JORDAN |UPDATED GENERAL INDICATORS WITH RECEIVES MAGAZINE AND RECEIVES |

| | | |MAIL DEFINITIONS. |

|1.1 |15-JULY-2009 |D. JORDAN |ADDED INSTRUCTIONS FOR CORPORATE HONOR ROLL LABELS. |

|1.2 |20-JUL-2009 |D. JORDAN |ADDED CORPORATE RECORD TYPES AND INSTRUCTIONS FOR USE OF QUOTES IN|

| | | |CORPORATE NAMES. |

REFERENCES

|REFERENCE IDENTIFICATION / DESCRIPTION |SOURCE / LOCATION |

|CASE MANAGEMENT AND REPORTING STANDARDS – 3RD EDITION |AIS LIBRARY |

|US MILITARY OFFICER RANK ABBREVIATIONS | |

|US MILITARY ENLISTED RANK ABBREVIATIONS | |

Appendix

a US STATE POSTAL ABBREVIATIONS

|State/Possession |Abbreviation |

|ALABAMA |AL |

|ALASKA |AK |

|AMERICAN SAMOA |AS |

|ARIZONA |AZ |

|ARKANSAS |AR |

|CALIFORNIA |CA |

|COLORADO |CO |

|CONNECTICUT |CT |

|DELAWARE |DE |

|DISTRICT OF COLUMBIA |DC |

|FEDERATED STATES OF MICRONESIA |FM |

|FLORIDA |FL |

|GEORGIA |GA |

|GUAM |GU |

|HAWAII |HI |

|IDAHO |ID |

|ILLINOIS |IL |

|INDIANA |IN |

|IOWA |IA |

|KANSAS |KS |

|KENTUCKY |KY |

|LOUISIANA |LA |

|MAINE |ME |

|MARSHALL ISLANDS |MH |

|MARYLAND |MD |

|MASSACHUSETTS |MA |

|MICHIGAN |MI |

|MINNESOTA |MN |

|MISSISSIPPI |MS |

|MISSOURI |MO |

|MONTANA |MT |

|NEBRASKA |NE |

|NEVADA |NV |

|NEW HAMPSHIRE |NH |

|NEW JERSEY |NJ |

|NEW MEXICO |NM |

|NEW YORK |NY |

|NORTH CAROLINA |NC |

|NORTH DAKOTA |ND |

|NORTHERN MARIANA ISLANDS |MP |

|OHIO |OH |

|OKLAHOMA |OK |

|OREGON |OR |

|PALAU |PW |

|PENNSYLVANIA |PA |

|PUERTO RICO |PR |

|RHODE ISLAND |RI |

|SOUTH CAROLINA |SC |

|SOUTH DAKOTA |SD |

|TENNESSEE |TN |

|TEXAS |TX |

|UTAH |UT |

|VERMONT |VT |

|VIRGIN ISLANDS |VI |

|VIRGINIA |VA |

|WASHINGTON |WA |

|WEST VIRGINIA |WV |

|WISCONSIN |WI |

|WYOMING |WY |

c Standard street abbreviations

|Primary Street Suffix |Commonly used Street |Postal Service Standard |

|Name |Suffix or Abbreviation |Suffix or Abbreviation |

|ALLEY |ALLEE |ALY |

|ALLEY |ALLEY |ALY |

|ALLEY |ALLY |ALY |

|ALLEY |ALY |ALY |

|ANNEX |ANEX |ANX |

|ANNEX |ANNEX |ANX |

|ANNEX |ANNX |ANX |

|ANNEX |ANX |ANX |

|ARCADE |ARC |ARC |

|ARCADE |ARCADE |ARC |

|AVENUE |AV |AVE |

|AVENUE |AVE |AVE |

|AVENUE |AVEN |AVE |

|AVENUE |AVENU |AVE |

|AVENUE |AVENUE |AVE |

|AVENUE |AVN |AVE |

|AVENUE |AVNUE |AVE |

| | | |

|B | | |

| | | |

|BAYOO |BAYOO |BYU |

|BAYOO |BAYOU |BYU |

|BEACH |BCH |BCH |

|BEACH |BEACH |BCH |

|BEND |BEND |BND |

|BEND |BND |BND |

|BLUFF |BLF |BLF |

|BLUFF |BLUF |BLF |

|BLUFF |BLUFF |BLF |

|BLUFFS |BLUFFS |BLFS |

|BOTTOM |BOT |BTM |

|BOTTOM |BOTTM |BTM |

|BOTTOM |BOTTOM |BTM |

|BOTTOM |BTM |BTM |

|BOULEVARD |BLVD |BLVD |

|BOULEVARD |BOUL |BLVD |

|BOULEVARD |BOULEVARD |BLVD |

|BOULEVARD |BOULV |BLVD |

|BRANCH |BR |BR |

|BRANCH |BRANCH |BR |

|BRANCH |BRNCH |BR |

|BRIDGE |BRDGE |BRG |

|BRIDGE |BRG |BRG |

|BRIDGE |BRIDGE |BRG |

|BROOK |BRK |BRK |

|BROOK |BROOK |BRK |

|BROOKS |BROOKS |BRKS |

|BURG |BURG |BG |

|BURGS |BURGS |BGS |

|BYPASS |BYP |BYP |

|BYPASS |BYPA |BYP |

|BYPASS |BYPAS |BYP |

|BYPASS |BYPASS |BYP |

|BYPASS |BYPS |BYP |

| | | |

|C | | |

| | | |

|CAMP |CAMP |CP |

|CAMP |CMP |CP |

|CAMP |CP |CP |

|CANYON |CANYN |CYN |

|CANYON |CANYON |CYN |

|CANYON |CNYN |CYN |

|CANYON |CYN |CYN |

|CAPE |CAPE |CPE |

|CAPE |CPE |CPE |

|CAUSEWAY |CAUSEWAY |CSWY |

|CAUSEWAY |CAUSWAY |CSWY |

|CAUSEWAY |CSWY |CSWY |

|CENTER |CEN |CTR |

|CENTER |CENT |CTR |

|CENTER |CENTER |CTR |

|CENTER |CENTR |CTR |

|CENTER |CENTRE |CTR |

|CENTER |CNTER |CTR |

|CENTER |CNTR |CTR |

|CENTER |CTR |CTR |

|CENTERS |CENTERS |CTRS |

|CIRCLE |CIR |CIR |

|CIRCLE |CIRC |CIR |

|CIRCLE |CIRCL |CIR |

|CIRCLE |CIRCLE |CIR |

|CIRCLE |CRCL |CIR |

|CIRCLE |CRCLE |CIR |

|CIRCLES |CIRCLES |CIRS |

|CLIFF |CLF |CLF |

|CLIFF |CLIFF |CLF |

|CLIFFS |CLFS |CLFS |

|CLIFFS |CLIFFS |CLFS |

|CLUB |CLB |CLB |

|CLUB |CLUB |CLB |

|COMMON |COMMON |CMN |

|CORNER |COR |COR |

|CORNER |CORNER |COR |

|CORNERS |CORNERS |CORS |

|CORNERS |CORS |CORS |

|COURSE |COURSE |CRSE |

|COURSE |CRSE |CRSE |

|COURT |COURT |CT |

|COURT |CRT |CT |

|COURT |CT |CT |

|COURTS |COURTS |CTS |

|COURTS |CT |CTS |

|COVE |COVE |CV |

|COVE |CV |CV |

|COVES |COVES |CVS |

|CREEK |CK |CRK |

|CREEK |CR |CRK |

|CREEK |CREEK |CRK |

|CREEK |CRK |CRK |

|CRESCENT |CRECENT |CRES |

|CRESCENT |CRES |CRES |

|CRESCENT |CRESCENT |CRES |

|CRESCENT |CRESENT |CRES |

|CRESCENT |CRSC |CRES |

|CRESCENT |CRSENT |CRES |

|CRESCENT |CRSNT |CRES |

|CREST |CREST |CRST |

|CROSSING |CROSSING |XING |

|CROSSING |CRSSING |XING |

|CROSSING |CRSSNG |XING |

|CROSSING |XING |XING |

|CROSSROAD |CROSSROAD |XRD |

|CURVE |CURVE |CURV |

| | | |

|D | | |

| | | |

|DALE |DALE |DL |

|DALE |DL |DL |

|DAM |DAM |DM |

|DAM |DM |DM |

|DIVIDE |DIV |DV |

|DIVIDE |DIVIDE |DV |

|DIVIDE |DV |DV |

|DIVIDE |DVD |DV |

|DRIVE |DR |DR |

|DRIVE |DRIV |DR |

|DRIVE |DRIVE |DR |

|DRIVE |DRV |DR |

|DRIVES |DRIVES |DRS |

| | | |

|E | | |

| | | |

|ESTATE |EST |EST |

|ESTATE |ESTATE |EST |

|ESTATES |ESTATES |ESTS |

|ESTATES |ESTS |ESTS |

|EXPRESSWAY |EXP |EXPY |

|EXPRESSWAY |EXPR |EXPY |

|EXPRESSWAY |EXPRESS |EXPY |

|EXPRESSWAY |EXPRESSWAY |EXPY |

|EXPRESSWAY |EXPW |EXPY |

|EXPRESSWAY |EXPY |EXPY |

|EXTENSION |EXT |EXT |

|EXTENSION |EXTENSION |EXT |

|EXTENSION |EXTN |EXT |

|EXTENSION |EXTNSN |EXT |

|EXTENSIONS |EXTENSIONS |EXTS |

|EXTENSIONS |EXTS |EXTS |

| | | |

| | | |

|F | | |

| | | |

|FALL |FALL |FALL |

|FALLS |FALLS |FLS |

|FALLS |FLS |FLS |

|FERRY |FERRY |FRY |

|FERRY |FRRY |FRY |

|FERRY |FRY |FRY |

|FIELD |FIELD |FLD |

|FIELD |FLD |FLD |

|FIELDS |FIELDS |FLDS |

|FIELDS |FLDS |FLDS |

|FLAT |FLAT |FLT |

|FLAT |FLT |FLT |

|FLATS |FLATS |FLTS |

|FLATS |FLTS |FLTS |

|FORD |FORD |FRD |

|FORD |FRD |FRD |

|FORDS |FORDS |FRDS |

|FOREST |FOREST |FRST |

|FOREST |FORESTS |FRST |

|FOREST |FRST |FRST |

|FORGE |FORG |FRG |

|FORGE |FORGE |FRG |

|FORGE |FRG |FRG |

|FORGES |FORGES |FRGS |

|FORK |FORK |FRK |

|FORK |FRK |FRK |

|FORKS |FORKS |FRKS |

|FORKS |FRKS |FRKS |

|FORT |FORT |FT |

|FORT |FRT |FT |

|FORT |FT |FT |

|FREEWAY |FREEWAY |FWY |

|FREEWAY |FREEWY |FWY |

|FREEWAY |FRWAY |FWY |

|FREEWAY |FRWY |FWY |

|FREEWAY |FWY |FWY |

| | | |

|G | | |

| | | |

|GARDEN |GARDEN |GDN |

|GARDEN |GARDN |GDN |

|GARDEN |GDN |GDN |

|GARDEN |GRDEN |GDN |

|GARDEN |GRDN |GDN |

|GARDENS |GARDENS |GDNS |

|GARDENS |GDNS |GDNS |

|GARDENS |GRDNS |GDNS |

|GATEWAY |GATEWAY |GTWY |

|GATEWAY |GATEWY |GTWY |

|GATEWAY |GATWAY |GTWY |

|GATEWAY |GTWAY |GTWY |

|GATEWAY |GTWY |GTWY |

|GLEN |GLEN |GLN |

|GLEN |GLN |GLN |

|GLENS |GLENS |GLNS |

|GREEN |GREEN |GRN |

|GREEN |GRN |GRN |

|GREENS |GREENS |GRNS |

|GROVE |GROV |GRV |

|GROVE |GROVE |GRV |

|GROVE |GRV |GRV |

|GROVES |GROVES |GRVS |

| | | |

| | | |

| | | |

|H | | |

|HARBOR |HARB |HBR |

|HARBOR |HARBOR |HBR |

|HARBOR |HARBR |HBR |

|HARBOR |HBR |HBR |

|HARBOR |HRBOR |HBR |

|HARBORS |HARBORS |HBRS |

|HAVEN |HAVEN |HVN |

|HAVEN |HAVN |HVN |

|HAVEN |HVN |HVN |

|HEIGHTS |HEIGHT |HTS |

|HEIGHTS |HEIGHTS |HTS |

|HEIGHTS |HGTS |HTS |

|HEIGHTS |HT |HTS |

|HEIGHTS |HTS |HTS |

|HIGHWAY |HIGHWAY |HWY |

|HIGHWAY |HIGHWY |HWY |

|HIGHWAY |HIWAY |HWY |

|HIGHWAY |HIWY |HWY |

|HIGHWAY |HWAY |HWY |

|HIGHWAY |HWY |HWY |

|HILL |HILL |HL |

|HILL |HL |HL |

|HILLS |HILLS |HLS |

|HILLS |HLS |HLS |

|HOLLOW |HLLW |HOLW |

|HOLLOW |HOLLOW |HOLW |

|HOLLOW |HOLLOWS |HOLW |

|HOLLOW |HOLW |HOLW |

|HOLLOW |HOLWS |HOLW |

| | | |

|I | | |

| | | |

|INLET |INLET |INLT |

|INLET |INLT |INLT |

|ISLAND |IS |IS |

|ISLAND |ISLAND |IS |

|ISLAND |ISLND |IS |

|ISLANDS |ISLANDS |ISS |

|ISLANDS |ISLNDS |ISS |

|ISLANDS |ISS |ISS |

|ISLE |ISLE |ISLE |

|ISLE |ISLES |ISLE |

| | | |

| | | |

|J | | |

| | | |

|JUNCTION |JCT |JCT |

|JUNCTION |JCTION |JCT |

|JUNCTION |JCTN |JCT |

|JUNCTION |JUNCTION |JCT |

|JUNCTION |JUNCTN |JCT |

|JUNCTION |JUNCTON |JCT |

|JUNCTIONS |JCTNS |JCTS |

|JUNCTIONS |JCTS |JCTS |

|JUNCTIONS |JUNCTIONS |JCTS |

| | | |

|K | | |

| | | |

|KEY |KEY |KY |

|KEY |KY K |Y |

|KEYS |KEYS |KYS |

|KEYS |KYS |KYS |

|KNOLL |KNL |KNL |

|KNOLL |KNOL |KNL |

|KNOLL |KNOLL |KNL |

|KNOLLS |KNLS |KNLS |

|KNOLLS |KNOLLS |KNLS |

| | | |

|L | | |

| | | |

|LAKE |LAKE |LK |

|LAKE |LK |LK |

|LAKES |LAKES |LKS |

|LAKES |LKS |LKS |

|LAND |LAND |LAND |

|LANDING |LANDING |LNDG |

|LANDING |LNDG |LNDG |

|LANDING |LNDNG |LNDG |

|LANE |LA |LN |

|LANE |LANE |LN |

|LANE |LANES |LN |

|LANE |LN |LN |

|LIGHT |LGT |LGT |

|LIGHT |LIGHT |LGT |

|LIGHTS |LIGHTS |LGTS |

|LOAF |LF |LF |

|LOAF |LOAF |LF |

|LOCK |LCK |LCK |

|LOCK |LOCK |LCK |

|LOCKS |LCKS |LCKS |

|LOCKS |LOCKS |LCKS |

|LODGE |LDG |LDG |

|LODGE |LDGE |LDG |

|LODGE |LODG |LDG |

|LODGE |LODGE |LDG |

|LOOP |LOOP |LOOP |

|LOOP |LOOPS |LOOP |

| | | |

|M | | |

| | | |

|MALL |MALL |MALL |

|MANOR |MANOR |MNR |

|MANOR |MNR |MNR |

|MANORS |MANORS |MNRS |

|MANORS |MNRS |MNRS |

|MEADOW |MDW |MDW |

|MEADOW |MEADOW |MDW |

|MEADOWS |MDWS |MDWS |

|MEADOWS |MEADOWS |MDWS |

|MEADOWS |MEDOWS |MDWS |

|MEWS |MEWS |MEWS |

|MILL |MILL |ML |

|MILL |ML |ML |

|MILLS |MILLS |MLS |

|MILLS |MLS |MLS |

|MISSION |MISSION |MSN |

|MISSION |MISSN |MSN |

|MISSION |MSN |MSN |

|MISSION |MSSN |MSN |

|MOTORWAY |MOTORWAY |MTWY |

|MOUNT |MNT |MT |

|MOUNT |MOUNT |MT |

|MOUNT |MT |MT |

|MOUNTAIN |MNTAIN |MTN |

|MOUNTAIN |MNTN |MTN |

|MOUNTAIN |MOUNTAIN |MTN |

|MOUNTAIN |MOUNTIN |MTN |

|MOUNTAIN |MTIN |MTN |

|MOUNTAIN |MTN |MTN |

|MOUNTAINS |MNTNS |MTNS |

|MOUNTAINS |MOUNTAINS |MTNS |

| | | |

|N | | |

| | | |

|NECK |NCK |NCK |

|NECK |NECK |NCK |

| | | |

|O | | |

| | | |

|ORCHARD |ORCH |ORCH |

|ORCHARD |ORCHARD |ORCH |

|ORCHARD |ORCHRD |ORCH |

|OVAL |OVAL |OVAL |

|OVAL |OVL |OVAL |

|OVERPASS |OVERPASS |OPAS |

| | | |

|P | | |

| | | |

|PARK |PARK |PARK |

|PARK |PK |PARK |

|PARK |PRK |PARK |

|PARKS |PARKS |PARK |

|PARKWAY |PARKWAY |PKWY |

|PARKWAY |PARKWY |PKWY |

|PARKWAY |PKWAY |PKWY |

|PARKWAY |PKWY |PKWY |

|PARKWAY |PKY |PKWY |

|PARKWAYS |PARKWAYS |PKWY |

|PARKWAYS |PKWYS |PKWY |

|PASS |PASS |PASS |

|PASSAGE |PASSAGE |PSGE |

|PATH |PATH |PATH |

|PATH |PATHS |PATH |

|PIKE |PIKE |PIKE |

|PIKE |PIKES |PIKE |

|PINE |PINE |PNE |

|PINES |PINES |PNES |

|PINES |PNES |PNES |

|PLACE |PL |PL |

|PLACE |PLACE |PL |

|PLAIN |PLAIN |PLN |

|PLAIN |PLN |PLN |

|PLAINS |PLAINES |PLNS |

|PLAINS |PLAINS |PLNS |

|PLAINS |PLNS |PLNS |

|PLAZA |PLAZA |PLZ |

|PLAZA |PLZ |PLZ |

|PLAZA |PLZA |PLZ |

|POINT |POINT |PT |

|POINT |PT |PT |

|POINTS |POINTS |PTS |

|POINTS |PTS |PTS |

|PORT |PORT |PRT |

|PORT |PRT |PRT |

|PORTS |PORTS |PRTS |

|PORTS |PRTS |PRTS |

|PRAIRIE |PR |PR |

|PRAIRIE |PRAIRIE |PR |

|PRAIRIE |PRARIE |PR |

|PRAIRIE |PRR |PR |

| | | |

|R | | |

| | | |

|RADIAL |RAD |RADL |

|RADIAL |RADIAL |RADL |

|RADIAL |RADIEL |RADL |

|RADIAL |RADL |RADL |

|RAMP |RAMP |RAMP |

|RANCH |RANCH |RNCH |

|RANCH |RANCHES |RNCH |

|RANCH |RNCH |RNCH |

|RANCH |RNCHS |RNCH |

|RAPID |RAPID |RPD |

|RAPID |RPD |RPD |

|RAPIDS |RAPIDS |RPDS |

|RAPIDS |RPDS |RPDS |

|REST |REST |RST |

|REST |RST |RST |

|RIDGE |RDG |RDG |

|RIDGE |RDGE |RDG |

|RIDGE |RIDGE |RDG |

|RIDGES |RDGS |RDGS |

|RIDGES |RIDGES |RDGS |

|RIVER |RIV |RIV |

|RIVER |RIVER |RIV |

|RIVER |RIVR |RIV |

|RIVER |RVR |RIV |

|ROAD |RD |RD |

|ROAD |ROAD |RD |

|ROADS |RDS |RDS |

|ROADS |ROADS |RDS |

|ROUTE |ROUTE |RTE |

|ROW |ROW |ROW |

|RUE |RUE |RUE |

|RUN |RUN |RUN |

| | | |

| | | |

| | | |

|S | | |

| | | |

|SHOAL |SHL |SHL |

|SHOAL |SHOAL |SHL |

|SHOALS |SHLS |SHLS |

|SHOALS |SHOALS |SHLS |

|SHORE |SHOAR |SHR |

|SHORE |SHORE |SHR |

|SHORE |SHR |SHR |

|SHORES |SHOARS |SHRS |

|SHORES |SHORES |SHRS |

|SHORES |SHRS |SHRS |

|SKYWAY |SKYWAY |SKWY |

|SPRING |SPG |SPG |

|SPRING |SPNG |SPG |

|SPRING |SPRING |SPG |

|SPRING |SPRNG |SPG |

|SPRINGS |SPGS |SPGS |

|SPRINGS |SPNGS |SPGS |

|SPRINGS |SPRING |SPGS |

|SPRINGS |SPRNGS |SPGS |

|SPUR |SPUR |SPUR |

|SPURS |SPURS |SPUR |

|SQUARE |SQ |SQ |

|SQUARE |SQR |SQ |

|SQUARE |SQRE |SQ |

|SQUARE |SQU |SQ |

|SQUARE |SQUARE |SQ |

|SQUARES |SQRS |SQS |

|SQUARES |SQUARES |SQS |

|STATION |STA |STA |

|STATION |STATION |STW |

|STATION |STATN |STA |

|STATION |STN |STA |

|STRAVENUE |STRA |STRA |

|STRAVENUE |STRAV |STRA |

|STRAVENUE |STRAVE |STRA |

|STRAVENUE |STRAVEN |STRA |

|STRAVENUE |STRAVENUE |STRA |

|STRAVENUE |STRAVN |STRA |

|STRAVENUE |STRVN |STRA |

|STRAVENUE |STRVNUE |STRA |

|STREAM |STREAM |STRM |

|STREAM |STREME |STRM |

|STREAM |STRM |STRM |

|STREET |ST |ST |

|STREET |STR |ST |

|STREET |STREET |ST |

|STREET |STRT |ST |

|STREETS |STREETS |STS |

|SUMMIT |SMT |SMT |

|SUMMIT |SUMIT |SMT |

|SUMMIT |SUMITT |SMT |

|SUMMIT |SUMMIT |SMT |

| | | |

|T | | |

| | | |

|TERRACE |TER |TER |

|TERRACE |TERR |TER |

|TERRACE |TERRACE |TER |

|THROUGHWAY |THROUGHWAY |TRWY |

|TRACE |TRACE |TRCE |

|TRACE |TRACES |TRCE |

|TRACE |TRCE |TRCE |

|TRACK |TRACK |TRAK |

|TRACK |TRACKS |TRAK |

|TRACK |TRAK |TRAK |

|TRACK |TRK |TRAK |

|TRACK |TRKS |TRAK |

|TRAFFICWAY |TRAFFICWAY |TRFY |

|TRAFFICWAY |TRFY |TRFY |

|TRAIL |TR |TRL |

|TRAIL |TRAIL |TRL |

|TRAIL |TRAILS |TRL |

|TRAIL |TRL |TRL |

|TRAIL |TRLS |TRL |

|TUNNEL |TUNEL |TUNL |

|TUNNEL |TUNL |TUNL |

|TUNNEL |TUNLS |TUNL |

|TUNNEL |TUNNEL |TUNL |

|TUNNEL |TUNNELS |TUNL |

|TUNNEL |TUNNL |TUNL |

|TURNPIKE |TPK |TPKE |

|TURNPIKE |TPKE |TPKE |

|TURNPIKE |TRNPK |TPKE |

|TURNPIKE |TRPK |TPKE |

|TURNPIKE |TURNPIKE |TPKE |

|TURNPIKE |TURNPK |TPKE |

| | | |

|U | | |

| | | |

|UNDERPASS |UNDERPASS |UPAS |

|UNION |UN |UN |

|UNION |UNION |UN |

|UNIONS |UNIONS |UNS |

| | | |

|V | | |

| | | |

|VALLEY |VALLEY |VLY |

|VALLEY |VALLY |VLY |

|VALLEY |VLLY |VLY |

|VALLEY |VLY |VLY |

|VALLEYS |VALLEYS |VLYS |

|VALLEYS |VLYS |VLYS |

|VIADUCT |VDCT |VIA |

|VIADUCT |VIA |VIA |

|VIADUCT |VIADCT |VIA |

|VIADUCT |VIADUCT |VIA |

|VIEW |VIEW |VW |

|VIEW |VW |VW |

|VIEWS |VIEWS |VWS |

|VIEWS |VWS |VWS |

|VILLAGE |VILL |VLG |

|VILLAGE |VILLAG |VLG |

|VILLAGE |VILLAGE |VLG |

|VILLAGE |VILLG |VLG |

|VILLAGE |VILLIAGE |VLG |

|VILLAGE |VLG |VLG |

|VILLAGES |VILLAGES |VLGS |

|VILLAGES |VLGS |VLGS |

|VILLE |VILLE |VL |

|VILLE |VL |VL |

|VISTA |VIS |VIS |

|VISTA |VIST |VIS |

|VISTA |VISTA |VIS |

|VISTA |VST |VIS |

|VISTA |VSTA |VIS |

| | | |

|W | | |

| | | |

|WALK |WALK |WALK |

|WALKS |WALKS |WALK |

|WALL |WALL |WALL |

|WAY |WAY |WAY |

|WAY |WY |WAY |

|WAYS |WAYS |WAYS |

|WELL |WELL |WL |

|WELLS |WELLS |WLS |

|WELLS |WLS |WLS |

e Secondary Unit Designator

|Secondary Unit Designation |Approved Abbreviation |

|    APARTMENT |      APT |

|    BASEMENT |      BSMT * |

|    BUILDING |      BLDG |

|    DEPARTMENT |      DEPT |

|    FLOOR |      FL |

|    FRONT |      FRNT * |

|    HANGAR |      HNGR |

|    LOBBY |      LBBY * |

|    LOT |      LOT |

|    LOWER |      LOWR * |

|    OFFICE |      OFC * |

|    PENTHOUSE |      PH * |

|    PIER |      PIER |

|    REAR |      REAR * |

|    ROOM |      RM |

|    SIDE |      SIDE * |

|    SLIP |      SLIP |

|    SPACE |      SPC |

|    STOP |      STOP |

|    SUITE |      STE |

|    TRAILER |      TRLR |

|    UNIT |      UNIT |

|    UPPER |      UPPR |

* Does not require secondary range number to follow.

g Military Officer Rank Abbreviations

|Army |Navy/ |Marine |Air Force |

| |Coast Guard | | |

|Warrant Officer 1 = WO1 |USN Warrant Officer 1 = WO1 |Warrant Officer 1 = WO |No Warrant Officer |

|Chief Warrant Officer 2 = CW2 |USN Chief Warrant Officer 2 = CWO2 |Chief Warrant Officer 2 = CWO2 |No Warrant Officer |

|Chief Warrant Officer 3 = CW3 |USN Chief Warrant Officer 3 = CWO3 |Chief Warrant Officer 3 = CWO3 |No Warrant Officer |

|Chief Warrant Officer 4 = CW4 |USN Chief Warrant Officer 4 = CWO4 |Chief Warrant Officer 4 = CWO4 |No Warrant Officer |

|Chief Warrant Officer 5 = CW5 |USN Chief Warrant Officer 5 = CWO5 |Chief Warrant Officer 5 = CWO5 |No Warrant Officer |

|Second Lieutenant = 2LT |Ensign = ENS |Second Lieutenant = |Second Lieutenant = |

| | |2nd Lt. |2nd Lt. |

|First Lieutenant = 1LT |Lieutenant Junior Grade = LTJG |First Lieutenant = 1st Lt. |First Lieutenant = 1st Lt. |

|Captain = CPT |Lieutenant = LT |Captain = Capt. |Captain = Capt. |

|Major = MAJ |Lieutenant Commander = LCDR |Major = Maj. |Major = Maj. |

|Lieutenant Colonel = LTC |Commander = CDR |Lieutenant Colonel = |Lieutenant Colonel = |

| | |Lt. Col. |Lt. Col. |

|Colonel = COL |Captain = CAPT |Colonel = Col. |Colonel = Col. |

|Brigadier General = BG |Rear Admiral Lower Half = RADM (LH) |Brigadier General = |Brigadier General = |

| | |Brig. Gen. |Brig. Gen. |

|Major General = MG |Rear Admiral Upper Half = RADM (UH) |Major General = |Major General = |

| | |Maj. Gen. |Maj. Gen. |

|Lieutenant General = LTG |Vice Admiral = VADM |Lieutenant General = |Lieutenant General = |

| | |Lt. Gen. |Lt. Gen. |

|General = GEN |Admiral = ADM |General = Gen. |General = Gen. |

i Military Enlisted Rank Abbreviations

|Army |Navy/ |Marine |Air Force |

| |Coast Guard | | |

|Private |Seaman Recruit = SR |Private |Airman Basic = AB |

|Private E-2 = PV2 |Seaman Apprentice = SA |Private First Class = PFC |Airman = Amn |

|Private First Class = PFC |Seaman = SN |Lance Corporal = LCpl |Airman First Class = A1C |

|Corporal = CPL |Petty Officer Third Class = PO3 |Corporal = Cpl |Senior Airman = SrA |

|Specialist = SPC | | | |

|Sergeant = SGT |Petty Officer Second Class = PO2 |Sergeant = Sgt |Staff Sergeant = SSgt |

|Staff Sergeant = SSG |Petty Officer First Class = PO1 |Staff Sergeant = SSgt |Technical Sergeant = TSgt |

|Sergeant First Class = SFC |Chief Petty Officer = CPO |Gunnery Sergeant = GySgt |Master Sergeant (First Sergeant) = |

| | | |MSgt |

|Master Sergeant = MSG |Senior Chief Petty Officer = SCPO |Master Sergeant (First Sergeant) = |Senior Master Sergeant (First |

|First Sergeant = 1SG | |MSgt |Sergeant) = SMSgt |

|Sergeant Major = MSG |Master Chief Petty Officer |Sergeant Major = SgtMaj |Chief Master Sergeant (First |

|Command Sergeant Major = CSM |(Fleet/Command) = MCPO |Master Gunnery Sergeant = MGySgt |Sergeant) = CMSgt |

| | | |Command Chief Master Sergeant = CCM |

|Sergeant Major of the Army = SMA |Master Chief Petty Officer of the |Sergeant Major of the Marine Corps = |Chief Master Sergeant of the Air |

| |Navy = MCPON |SgtMajMC |Force = CMSAF |

| |Master Chief Petty Officer of the | | |

| |Coast Guard = MCPOCG | | |

-----------------------

NOTE:  Before creating a new ID in Viking, a thorough name and ID search must be performed to ensure the person does not already exist in the system – this is to avoid duplication.

NOTE: Whenever an update is made to any part of a name, record the date, what part of the name was updated, the source for the change, and the processor’s initials in the Notes section on the Biographical screen in People.

Honor Roll and Requested Labels must be manually created as new salutations.

NOTE:  When a constituent has requested their middle name be used as their given name, a Requested Label (RL) must be created in salutations for that individual. If the individual is married, a Requested Label (RL) must be created for both the individual and their spouse so the information is correct on both records. The requested label will reflect the salutation of choice and be used for all mailing lists and reports.

NOTE:  When information is received in Advancement Information Services regarding the marriage of an individual, do NOT change the individual’s last name to the married name unless they request it. For example, if a “Class Note” is published in Madison Magazine announcing a marriage, the female’s name should not be changed to her new husband’s last name without verification from the alumna, unless it is published with the new name.

VIKING HINT:  You no longer have to use two apostrophes when performing a name look-up in Viking. Example: O’Donnell would be entered to search for O’Donnell.

NOTE:  When a constituent has requested their middle name be used as their given name, a Requested Label (RL) must be created in salutations for that individual. The requested label will reflect the salutation of choice and be used for all mailing lists and reports. An Honor Roll (HR) label would also be required for any constituent with a requested label.

NOTE:  The “Sort Name” for a business is automatically generated by the system as it is for an individual. The business “Sort Name” field must be manually populated with a name that will sort the business logically in alphabetical order in a list with the other businesses in the database. Example: “The Village Inn” would get the sort name “Village Inn, The”.

NOTE:  Although most suffixes are not utilized in the constituent name in Viking, it is important to capture this career information in the database. Utilize the “Job” field in the Related Organizations screen to capture important career information and forward all such information to Prospect Research.

NOTE:  When a married constituent dies, all joint salutations on both spouse’s records must be deleted. Requested labels and Honor Roll labels will also require updates.

NOTE:  If all searches for a constituent address have been exhausted and no address can be identified – enter “LOST” and the date MM/DD/YYYY in the Phone 3 field.

NOTE:  US Postal Service address readers start from the bottom of an address and read up. PO BOX should always be located directly above city/state/zip in an address.

NOTE:  Standard reports for Employee Giving utilize the Street 3 (Division) to segment data. It is imperative that the “Street 3” field contain the correct division for the JMU employee. Division must be all caps and specific format: i.e., UNIVERSITY ADVANCEMENT, PRESIDENTS OFFICE.

NOTE:  Federal ID Number should be entered Organizations Biographical screen for all corporations if it is known. This number can also be referred to by the IRS as the Employer ID number or the Federal Tax ID number.

NOTE:  There are only two exceptions to entering text in any of the Phone fields. When entering an extension in a business phone, the extension begins with “x”; and if all searches have been exhausted and no address can be identified – enter “LOST” [pic] |()*+/019:Z[\]~ ¡¤¥¿ÀËÌÍñòýþ- # $ L üõéõéÜéõÖÊÂʵʮõ§¡˜õ”?‰ƒ}rga}‰?‰ƒ}ƒ}‰?h§FD0Jhww‡hww‡0JaJhww‡h½iªCJaJhww‡0Jh§

´0Jhww‡and the Date (MM/DD/YYYY) in the “Phone 3” field.

NOTE:  When entering a “Note” below the General Indicators, BEGIN the note with the date entered and END the note with your initials.

NOTE:  For reporting, alumni take highest precedence, then parents, followed by employees.

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