Principles of a National Style Guide - AIRS
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AIRS Style Guide – Resource Specialist Version
Final: April 2010
COPYRIGHT ( 2007, 2009 and 2010 by the Alliance of Information and Referral Systems (AIRS). All rights reserved. No part of this publication may be reproduced in any form or by any means without the express written permission of AIRS, except for the nonprofit purpose of education, and scientific advancement.
AIRS Style Guide
Scope of the AIRS Style Guide 5
Benefits of the AIRS Style Guide 6
Principles of AIRS Style Guide 6
Software Variations 7
I&R Database Structures 8
Data Structure: Agency 9
Data Element: Agency – Unique ID Number (Key) 11
Data Element: Agency – Record Ownership Code 12
Data Element: Agency – Agency Name 13
Data Element: Agency – AKA (Also Known As) Names 16
Data Element: Agency/ Phone Number(s) including Extensions, Phone Types and Phone Functions 18
Data Element: Agency – Website(s)/URL(s) 22
Data Element: Agency – E-MailAddress(es) 23
Data Element: Agency – Name and Title of the Director or Administrator 24
Data Element: Agency – Description 26
Data Element: Agency – Licenses or Accreditations 27
Data Element: Agency – IRS Status 28
Data Element: Agency – Federal Employer Identification Number (EIN-FEIN) 29
Data Element: Agency – Year of Incorporation 30
Data Element: Agency – Annual Budget Total 31
Data Element: Agency – Legal Status 32
Data Element: Agency – Source of Funds 33
Data Element: Agency – Date of Last Interim Modification/Partial Update; Contact for Updating Purposes 34
Data Element: Agency – Exclude from Website 36
Data Element: Agency – Exclude from Directory 37
Data Structure: Site 38
Data Element: Site – Unique ID Number (Key) 40
Data Element: Site – Site Name 40
Data Element: Site – Description 41
Data Element: Site – AKA (Also Known As) Names 42
Data Element: Site – Street/Physical Address 42
Data Element: Site – Mailing Address 47
Data Element: Site – Other Addresses 48
Data Element: Site – No Physical Address 48
Data Element: Site – Phone Number(s) including Extensions, Phone Types and Phone Functions 49
Data Element: Site – Website(s)/URL(s) 49
Data Element: Site – E-Mail Address(es) 50
Data Element: Site – Name and Title of Site Manager 50
Data Element: Site – Administrative Hours/Days of Operation 51
Data Element: Site – Physical Access 53
Data Element: Site – Travel Information 54
Data Element: Site – Languages 57
Data Element: Site – Year Incorporated 57
Data Element: Site – Annual Budget Total 58
Data Element: Site – Legal Status 58
Data Element: Site – Exclude from Website 59
Data Element: Site – Exclude from Directory 59
Data Structure: Service/Program (SiteService) 60
Data Element: Service/Program – Unique ID Number (Key) 63
Data Element: Service/Program – Program Name 63
Data Element: Service/Program – Service Group Name 64
Data Element: Service/Program – AKA (Also Known As) Program Name 65
Data Element: Service/Program – Service Group Description 65
Data Element: Service/Program – Hours of Service 68
Data Element: SiteService/Seasonal 68
Data Element: SiteService/Not Always Available 69
Data Element: Service/Program – Phone Number(s) including Extensions, Phone Types and Phone Functions 69
Data Element: Service/Program -- Eligibility 70
Data Element: Service/Program – Target Populations 72
Data Element: SiteService/Age Requirements 72
Data Element: SiteService/Gender Requirements 73
Data Element: SiteService/Family Requirements 73
Data Element: SiteService/Income Requirements 73
Data Element: SiteService/Residency Requirements 74
Data Element: SiteService/Other Requirements 74
Data Element: Service/Program – Geographic Area Served 75
Data Element: Service/Program – Application/Intake Process 77
Data Element: Service/Program – Documents Required 78
Data Element: Service/Program – Fee Structure 79
Data Element: Service/Program – Taxonomy Term(s) 80
Data Element: SiteService/Resource Info 81
Data Element: Service/Program – Website(s)/URL(s) 81
Data Element: Service/Program – E-Mail Address(es) 82
Data Element: Service/Program – Title of the Service Contact Person 82
Data Element: Service/Program – Service Capacity and Type 83
Data Element: Service/Program – Method of Payment Accepted 84
Appendix A: Preferred Human Services Spellings and Usages 85
Appendix B: Preferred Language Spellings 92
Appendix C: Official Post Office Abbreviations 99
Scope of the AIRS Style Guide
❑ The AIRS Style Guide is a collection of recommended best practices rather than a set of prescriptive (or absolute) solutions and as such may change over time.
❑ If a state/provincial collaborative (or an individual agency) has invested significant resources in setting up their own style guide, there is no reason to change to the AIRS model. I&R agencies are free to extract any portions of this Style Guide that meet their needs and to ignore one that do not.
❑ The AIRS Standards continues to require the use of a style guide, not the use of a specific style guide.
❑ The AIRS Style Guide uses, for a base, the field structure of the AIRS XSD. In a few instances, data elements might not be included in the XSD, or elements may be in the XSD that are not standard I&R concepts but are needed to tie objects together
❑ The development of this Style Guide was overseen by a team of experienced Resource Specialists from across North America. Style is often a subjective matter. In this area, there is rarely a decision that can ever be unanimous. There is often no inherently “right” way to style a certain data element. There is, however, a right way to apply those decisions, once made, as consistency as possible.
❑ Visual inconsistency is often most apparent in service description fields with some agencies using formal sentences and others using point formats. When the databases are merged, it makes it more difficult for users to understand. The AIRS Style Guide attempts to provide some suggestions for the creation of “good” service descriptions.
❑ The AIRS Style Guide includes guidance on organizational naming conventions. However, every “rule” in this area, inevitably results in some local exceptions.
❑ Appendix A includes a “preferred language” guide (for example, when to use drop in and when to use drop-ins; child care instead of childcare; southwest instead of south-west, etc.). This language guide is edited by Georgia Sales in order to align it as closely as possible with the preferred style language within the AIRS/211 LA County Taxonomy.
❑ Appendix B includes a guide to language usage (for example, using Farsi instead of Persian, using Pashto instead of Pushto, etc.).
❑ Appendix C contains a listing of postal abbreviations for states and territories, and Canadian provinces and territories; together with a listing of official abbreviations for mailing addresses.
Benefits of the AIRS Style Guide
❑ There is a need to establish material that clearly outlines quality expectations.
❑ There are not enough dedicated resource managers or skilled resource staff to consistently devise local quality solutions. People need to better understand what is involved. The AIRS Style Guide documents practical suggestions to database editing issues, so that those looking for off-the-shelf guidelines will not have to start from scratch in making those decisions.
❑ As I&R and 2-1-1 grows, access to other databases and the ability to search them effectively becomes more important, especially in disaster scenarios. Consistency of data entry helps.
❑ When promoting public online databases that involve resource material maintained by different organizations, variations in style make the data appear disorganized and confusing. Even if the information is correct, the overall look can diminish its credibility for public use.
Principles of AIRS Style Guide
The following factors are all influences on style issues and decisions, and are listed in an approximate order of importance. All of these factors are important but sometimes they might also be contradictory. For example, a desire for brevity may be countered by the need for clarity of meaning.
❑ Clarity.
❑ Accessibility. Resource information should be understandable to as broad a section of the public as possible. Information should not be only comprehended by people with higher literacy levels.
❑ Ease of training. Training needs must be recognized. The more complicated an option, the harder it will be for people to understand and implement.
❑ Brevity/concision.
❑ Naturalness of language.
❑ Accuracy in the sense of containing enough breadth and depth of information for an informed decision. It is possible to be too concise.
❑ Consistency. But consistency for a purpose.
❑ Relevance. Sometimes a “lesser” field may not be worth a vast amount of investment of time and effort to attain perfection.
❑ Consensus does not mean correctness. Even if a clear majority of existing style guides have made a particular decision about a data element, it does not necessarily mean that this must be deemed as the best solution.
Software Variations
Notwithstanding this Style Guide, every I&R agency will invariably still require their own style manual or similarly named document, as every I&R software program differs in the fields that it provides and the manner that it handles different data elements/database fields.
The most obvious variation concerns the ways in which database records are constructed in terms of the data relationships between agencies, their site(s) and their services/programs.
Internal database administrative policies and procedures may also influence the area of database style.
Data Elements/Data Fields
These two terms are sometimes used (even in this document) interchangeably. But they are different in meaning.
Data elements refer to specific kinds of information (for example, a “mailing address”) while data fields refer to what have been decided as the “containers” in a specific database for one or more specific types of information.
In some cases that “container” (that is, a data field) might contain a single data element (for example, when the data element “mailing address” is contained in the data field “Mailing Address”). In other cases, a single data field may contain more than one data element (for example, the data elements “service capacity” and “source of funds” may both be included within a data field called “Service Description”).
The AIRS Standards only deals with “data elements” (whether required or recommended) and leaves decisions as to how that information is incorporated into a database to the individual I&R agency based usually on the database design of their I&R software.
I&R Database Structures
The AIRS XML Schema is used to facilitate data exchange, particularly among users of different I&R software programs. An I&R provider could export their Resource Data using this format if their software supports this option. The export creates an XML (Extensible Markup Language) document which contains information structured in a certain way so that data can be imported with greater ease than if an XML Schema were not used.
The AIRS XML Schema defines the elements that are expected from a resource database and the format and/or content of the information.
The AIRS XML Schema is structured so that each Agency (usually defined as an independent organization) has at least one Site (a physical location which provides a service), and at least one SiteService (a way to link a service or program to a site). With AIRS XSD 3.0 all Services are tied to the physical location where it is offered. Therefore if and Agency has two site that offer the same service, in AIRS XSD 3.0 the format would be one Agency with two Sites and each Site would have SiteService that described the service.
Data Structure: Agency
Definition
An agency is a legally recognized organization, either incorporated or a division of government, that delivers services. An agency can be incorporated, a division of government, or an unincorporated group that offers, for example, a food pantry or support group. The agency is the main location of the resource where the administrative functions occur, where the organization’s director is generally housed and where it is licensed for business. An agency may or may not deliver direct services from this location. On occasions, I&R services may choose to designate a middle level of the organization as the agency. For example, a city Department of Human Services may offer hundreds of services but is often recognized by the names of its component programs: Social Services, Health Department, etc. It is acceptable to use those components as agencies as long as their relationship to the larger Department of Human Services is acknowledged in the description or by the way the database is structured.
Summary of Agency Data Elements
| | | |
|AIRS Standards Name |AIRS Standards Requirement |AIRS XSD Name |
| | | |
|Unique ID Number |Required |Key |
| | | |
|Record Ownership Code |Required |Record Owner |
| | | |
|Agency Name |Required |Name |
| | | |
|AKA (Also Known As) Names |Required |AKA |
| | | |
|Phone Number(s) including Extensions, |Required |Phone |
|Phone Types and Phone Functions | |(See full information for more details on |
| | |structure on Phone) |
| | | |
|Websites/URLs |Required |URL |
| | | |
|E-mail Address(es) |Required |Email |
| | | |
|Name and Title of the Director or |Recommended |Contact (See full information for more |
|Administrator | |details on structure of Contact) |
| | | |
|Agency Description |Required |Agency Description |
| | | |
|Licenses or Accreditations |Recommended |License Accreditation |
| | | |
|IRS Status |Recommended |IRS Status |
| | | |
|Federal Employer Identification Number |Recommended |FEIN |
|(EIN/FEIN) | | |
| | | |
|Year of Incorporation |Recommended |Year Inc |
| | | |
| | |Annual Budget Total |
| | | |
|Legal Status |Required |Legal Status |
| | | |
| | |Source of Funds |
| | | |
|Date of Last Interim |Required |Resource Info |
|Modification/Partial Update; Contact | |(See full information for more details on |
|for Updating Purposes | |structure on Resource Info) |
| | | |
| | |Exclude From Website |
| | | |
| | |Exclude From Directory |
Data Element: Agency – Unique ID Number (Key)
Definition
The record ID number is a unique numerical code that is affixed to every single record within a resource database (whether that is an agency record, a site record or a program record). Although the organization’s name might change, its unique number will remain the same.
AIRS Standards Reference: Unique ID Number (Required Element)
AIRS XML Reference: Agency/Key
Preferred style
For example, between 00001 to 99999
01641
12579
There is no “official” limit to the number of digits that can be used (although five should be more than sufficient).
Additional information
Every record needs a unique number that allows it to be organized, searched and retrieved other than through an examination of its content. Most I&R software systems automatically generate a new number for every newly created database record. An I&R agency may not be able to adjust this system.
Data Element: Agency – Record Ownership Code
Definition
A code that identifies the organization responsible is for maintaining the record. It is used to facilitate combination, in a single consolidated database, of records maintained by different organizations. In some resource databases, the record ownership code may be combined with the Unique ID Number to create one distinct code identifying both the agency and its record owner.
AIRS Standards Reference: Record Ownership Code (Required element)
AIRS XML Reference: Agency/Record Owner
Preferred style
ABCBTI
NYMINN
SDSFLS
NDFARGO
The code should consist of two characters that match the state abbreviation for the record owner’s location (that is, the record itself could be concerning another state, but the “ownership” code is for the agency maintaining the record), followed by a four to eight character string of letters (or numbers).
Additional information
This code allows records to be identified according to ‘maintaining’ or ‘record owning’ agencies within collaborative databases that might contain the merged database records of two or more I&R agencies. In many cases, the operational ownership code will be consolidated with the record ID number for comprehensive identification purposes (for example, ABCBTI001673 or NYMINN017924) as otherwise two agencies are almost certain to maintain different records with the same record ID number (for example, ABCBTI001829 and NYMINN001829). Agencies operating within a consolidated system need to ensure that no two participating agencies share the same code.
Once established, most I&R software systems automatically insert the organizational ownership code into every newly created database record.
Data Element: Agency – Agency Name
Definition
This is the full legal name of the organization that provides the programs/services that are being included within the resource database. In certain cases, rather than the full legal name, a decision can be made to use the name under which the organization is more commonly known or is “doing business as” (such as using YWCA instead of Young Women’s Christian Association).
AIRS Standards Reference: Agency Name (Required Element)
AIRS XML Reference: Agency/Name
Preferred style examples
Abacus Child Care Center
Anytown Parks and Recreation Department
Arizona Department of Labor
Big Brothers and Big Sisters of Anytown
Burton D Morgan Foundation
Evergreen Youth Services
Gathering Place
George D Dodge Intermediate School
Saint Jude’s Emergency Shelter
Saint Vincent de Paul Society
South Carolina Department of Health
Yellow County Social Services Department
YMCA Anytown
Additional information
❑ Strive to use full names without abbreviations and ampersands (for example, Anytown Parks and Recreation Department instead of Anytown Parks & Rec. Dept.). You may understand the abbreviations but a person who is not a native English speaker may not.
❑ Avoid beginning an organization name with the word “The” (such as The Gathering Place). A failure to follow this principle tends to create hard-to-follow alphabetical listings with dozens of agencies called “The this …” and “The that …”.
❑ Sometimes the official name may make that organization harder to find in a listing of alphabetical names (for example, the official name may be Anytown Big Brothers but most users would search for – and expect to find – the name under Big Brothers, so perhaps it may be styled accordingly.
❑ Similarly, the official name may comprise legal words or phrases (such as “Inc”) that are not relevant and not part of the everyday name. When this is the case, you should generally omit them. Although there may be occasions when it makes better sense to include, such as for an organization called “Food Inc”.)
❑ Use apostrophes in the same manner as the agency but use a version without the apostrophe in the AKA field (for example, Saint Jude’s Emergency Shelter with Saint Judes Emergency Shelter as an AKA). This is in order to get around occasional limitations of online searching when it comes to apostrophes.
❑ When naming government organizations, use the same structure for divisions of the same level of government (for example, Sycamore County Public Health Department and Sycamore County Social Services Department rather the Sycamore County Public Health Department and Social Services Department – Sycamore County)
As a general rule, always structure these records with the level of jurisdiction listed first (for example, Blue State Department of Motor Vehicles or Red County Sheriff’s Department)
Try to imagine (or actually see for yourself with a search), how all of those government records look when listed in alphabetical order. They should all be grouped together with a similar look/appearance.
❑ If the common name is an abbreviation, omit the punctuation from the official name (for example, ARC rather than A.R.C.). This holds true if the agency or the site name is taken from someone’s initial (for example, CJ Correctional Facility rather than C.J. Correctional Facility).
❑ An organization name can sometimes be styled on two or three levels such as:
▪ Any County. Mental Health Department. Outpatient Services (which in itself may turn out to have 4-5 separate sites, each providing several programs)
▪ Any County. Voter Registration Office
Or perhaps …:
▪ Any County -- Mental Health Department -- Outpatient Services (which in itself may turn out to have 4-5 separate sites)
▪ Any County -- Voter Registration Office
Or even …:
Blue County Mental Health Department – Outpatient Services
Blue County Voter Registration Office
In these cases, maintaining a consistency of approach is very important.
❑ Do not abbreviate Street, Avenue, Boulevard, Mount, Road, etc. when these words appear in organization names (for example, Spruce Street Community Center).
❑ Do not use abbreviations for geographic areas (for example, AZ Department of Labor; US Postal Service). Spell out the name fully if space permits.
❑ If an abbreviation is a well-known part of a name and the name would otherwise seem “odd” to anyone in the community, then the abbreviated version should be preferred.
❑ Use ampersands if they are used by the agency (for example, Hightown Children & Youth Clinic).
Note that for all of these “style preferences”, in the area of organization names, there will nearly always be exceptions to every rule.
Data Element: Agency – AKA (Also Known As) Names
Definition
An AKA (Also Known As) is a name other than the legal name by which an organization is known. Included are AKAs (or aliases) for the agency name, site name or program name, or names that are acronyms, former names, popular names or other alternative names. An AKA may also be any type of name under which the organization, site or program might reasonably be searched by a user.
AIRS Standards Reference: AKA (Also Known As) Names (Required Element)
AIRS XML Reference: Agency/AKA
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|Name |
| |
|Confidential |
| |
|Description |
Preferred style examples
Anytown Recreation Division
Anytown Big Brothers and Big Sisters
Anytown YMCA
Big Sisters Anytown
EYS
Jude’s Place
Saint Judes Emergency Shelter
St. Vincent de Paul Society
Additional information
The AKA can also be used to anticipate variations in spelling conventions that might be tried by users. For example, if the organization name is Saint Bartholomew’s Catholic Church, then St. Bartholomew’s Church and Saint Bart’s might be added as AKAs.
Former names should maintained as AKAs for several years, as not all members of the public might be aware of a name change and if they are asking for information under the old name, an I&R Specialist should be able to find it regardless. Some software programs might place former names as a separate field.
The AKAs can sometimes also be used to “flip” preferred name “stylings” around if desired. For example, if a decision has been made to use YWCA Anytown as the preferred organization name, then Anytown YWCA could be used as an AKA.
Data Element: Agency/ Phone Number(s) including Extensions, Phone Types and Phone Functions
Definition
The phone number(s) through which a particular site or a service operated by that site, can be reached. Phone data include phone numbers, extensions, phone types (e.g., Voice, TTY/TDD), and phone functions (e.g., administration, intake).
AIRS Standards Reference: Phone Number(s) including Extensions, Phone Types and Phone Functions (Required element)
AIRS XML Reference: Agency/Phone
| |
|AIRS XSD Name |
| |
|Phone Number |
| |
|Reason Withheld |
| |
|Extension |
| |
|Description |
| |
|Type |
| |
|Function |
| |
|Toll Free |
| |
|Confidential |
PHONE NUMBERS
Preferred style examples
250- 467-9836
1-800-9760-976
1-800-453-7669 (1-800-HELP-NOW)
2-1-1
1-866-546-3652
9-1-1
777-156-8635
Additional information
Traditionally, the area codes are presented in parentheses to make it clearer to users and to denote that their use is optional depending on the location of the caller (for example, local versus long-distance). However, the expansion of ‘local’ ten-digit dialing means that the insertion of a hyphen is a preferred practice.
Even if all of the phone numbers in a database share the same area code, you still need to include it in each instance.
Use hyphens on 9-1-1 and 3-1-1 to ensure the digits stand out clearly.
If there is a “named” number, such as 1-800-HELP Now, it is best to use the actual number of the service (for example, 1-800-435-7669) but try to transfer the 1-800-HELP-NOW reference into another area (for example, the service description).
REASON WITHHELD
This is an area of the XML structure that allows for an explanation as to why a phone number may be withheld from a record (for example, in the case of a mutual support group where the only number is someone’s home phone).
PHONE EXTENSION
Definition
A phone extension is an element following the phone number, which routes a call to a particular location
Preferred style examples
250-123-4568, ext 526
123- 456-7890, ext. 527
Additional information
If your I&R software contains a designated field for an extension, you will probably only need to include the number (for example, 526).
If writing an extension as part of the overall telephone number, it is best to avoid using a comma and use “ext” without a period (for example, 777-666-5555 ext 4653).
In most cases, calls to agencies go to a main switchboard/reception area and are then diverted to the particular person. An extension should only be used if it is absolutely necessary to be precise.
PHONE DESCRIPTION
Definition
A phone description modifies a phone number. It is information that clarifies the purpose of the phone number, beyond what is communicated by the phone type. For example, it may explain that the phone number is the “administrative line”, the “after hours service” or the “central intake” number.
Preferred style examples
Administration
After Hours
Answering Service
Home
Hotline/Helpline
Information
Intake
Recorded Message
Talkline
Voice Mail
Work
Additional information
Generally, use Administration over Admin.
PHONE TYPE
Definition
A phone type modifies the phone number. It is information that clarifies the purpose or classification of the phone number, but that applies to the “mechanical” type of phone into which an incoming call is connected. For example, the “phone type” would describe whether the number that has been dialed is heading to a cell phone or a fax machine.
Preferred style examples
Cell
Fax
Pager
Modem
TTY/TDD
Voice
Voice/Fax
Voice/TTY/TDD
Additional information
The logical assumption is that a call is going into a “normal” voice telephone unless indicated otherwise.
There may also be a need to sometimes indicate that a particular toll-free phone number may be in English only or Spanish only.
PHONE FUNCTION
This allows for any additional contextual information that might be required. For example, “Phone staffed with a live person 24/7 except on weekends and holidays when it is forwarded to answering service.”
TOLL FREE
This is an XML option that allows a phone number to be tagged in order to clarify that it is toll-free.
CONFIDENTIAL
This is an XML option for indicating when a phone number is labelled as confidential.
Data Element: Agency – Website(s)/URL(s)
Definition
A URL (Universal or Uniform Resource Locator) is a way of specifying the location of a file or resource on the Internet. Also commonly known as a website or web address. In the resource database, the agency URL should be the official main website of the organization.
AIRS Standards Reference: Website(s)/URL(s) (Required Element)
AIRS XML Reference: Agency/URL
Preferred style examples
application.doc
Additional information
In most instances, the fixed structure should be along the lines of … in other instances, the URL may point to a specific file/resource within an organization’s website (for example, standards.asp).
Avoid using, “. ...”.
However, very occasionally, the URL could be pointing to an Internet address that is technically other than a website (for example, ).
Data Element: Agency – E-MailAddress(es)
Definition
E-mail refers to an electronic mail address; a place to direct online/electronic correspondence.
AIRS Standards Reference: E-mail Address(es) (Required Element)
AIRS XML Reference: Agency/Email
Preferred style examples
info@
ymca@
airs@
ourtowninfo@
Additional information
This should refer to the main e-mail address of an agency rather than the e-mail of an individual such as an Executive Director. If no general e-mail address is provided (for example, info@), then use the one that the agency requests. The Email address must be a valid email. An empty string, or something like email@com would fail validation. This is the only major piece of string validation left in the AIRS 3.0 XSD
Data Element: Agency – Name and Title of the Director or Administrator
Definition
The contact name reflects the single person at the head of an agency. This person is the individual who is ultimately accountable for its operation. It would not usually be someone who is directly contacted except when an issue such as a serious complaint is concerned.
AIRS Standards Reference: Name and Title of the Director or Administrator (Recommended Element)
AIRS XML Reference: Agency/Contact
| |
|AIRS XSD Name |
| |
|Contact Name |
| |
|Contact Title |
| |
|Contact Type |
Contacts may also contain optional information -- Phone (page 18), URL (page 22) and Email (page 23) that is specific to the contact person.
CONTACT NAME
Preferred style examples
Ms A M River
Dr Jenny A Jenkins
Mr T James Jameson
Father John Seymour
Selma Rodriguez
Colonel Ian Parlour
Hanif Mohammed
Mrs Anne Hughes-Simmons
Additional information
This information is generally broken down in a software program under two elements – (1) the title (for example, Mr, Ms, Captain, Dr), (2) the name (first and last name with options for the use of initials).
Preferably both first and last names should be completed in full. If the agency does not stipulate (or insist) on the use of an honorific “Mr” or “Ms”, it might be better to omit it. The exception might be if a first name could be applicable to both genders, in which case it is helpful to indicate (for example, Ms Jackie Wilson or Mr Jackie Wilson). (Use Ms rather than Mrs unless agency has expressed preference).
If an agency provides a more formal recitation of the name of the main contact (for example, Mrs N M Wilkinson), then that should be respected. But omit credentials that come after a name (for example, MSW or PhD).
Occasionally, you may encounter an agency that describes itself as a Collective. In this case, it is best to simply ask for one name to serve as the “Office Contact”. If no name is supplied, then omit but use a generic title such as “Director”.
CONTACT TITLE
Definition
The contact title reflects the formal job position of the person at the head of an agency/organization. This person is intended to be the person who is ultimately accountable for its operation. It would not usually be someone who is directly contacted except when an issue such as a serious complaint is concerned. The contact title follows the contact name.
Preferred style examples
President and CEO
Chief Medical Officer
Administrator
Office Coordinator
Parish Priest
Director
Director of Operations
Owner
Coordinator
Additional information
Generally, write out titles in full (for example, Executive Director instead of ED). The exceptions are usually CEO and COO (again, note the omission of periods/punctuation wherever possible).
CONTACT TYPE
Definition
If required, the contact type clarifies the role of the principal individual within an organization in a manner that is separate from the title.
Preferred style examples
Administrator
Contact
Owner
Data Element: Agency – Description
Definition
The agency description is a short (1-2 sentences or a single statement) summary of the organization’s prime nature and activities.
AIRS Standards Reference: Agency Description (Required Element)
AIRS XML Reference: Agency/Agency Description
Preferred style examples
Children’s mental health clinic
Comprehensive employment center
Emergency shelter for assaulted women
Federal government financial assistance program for income eligible older adults
Food pantry and meal program
Multi-service agency operating a variety of neighborhood programs, services and supports
Support services for assaulted women, including an emergency shelter
Social and recreational services for young people. Affiliated with Boys and Girls Clubs of America
Additional information
Not all software systems may include this field/data element but it is a helpful way of understanding the broad nature of an agency if its name is not well known or its purpose is not very evident from its title.
If an agency has an affiliation or a relationship with other organizations that might not be obvious from their title, then this should be mentioned here (for example, Hamilton Youth Services might be formerly affiliated with the national Boys and Girls Clubs).
The emphasis should be on brevity and not to duplicate the more detailed service records.
Data Element: Agency – Licenses or Accreditations
Definition
If an agency operates either with or because of a license or accreditation secured through a recognized external entity, then this should be recognized within the I&R database record. For example, a child care center of a certain size could only legally conduct business if it has a license, or a hospital would require specific accreditation to validate its status.
AIRS Standards Reference: Licenses or Accreditations (Recommended Element)
AIRS XML Reference: Agency/License Accreditation
Preferred style examples
Licensed home care provider
Accredited by Red State Hospitals Board
Licensed child care center
Additional information
When possible, it is helpful to provide the full name of the licensing body in order to provide users with the opportunity to confirm credentials.
It is best to use this field with discretion. For example, a school board would obviously only employ teachers who are licensed to teach. The emphasis should be on providing useful information to users, particularly in service areas where perhaps some organizations are licensed (for example, within home health care) but others are not.
Data Element: Agency – IRS Status
Definition
IRS Status refers to the particular section of the Internal Revenue Code that exempts the organization from the payment of federal income tax or designates it under an alternative status.
AIRS Standards Reference: IRS Status (Recommended Element)
AIRS XML Reference: Agency/IRS Status
Preferred style examples
501(a)
501(c)(3)
Registered charity
Commercial
Additional information
An agency can be a registered and incorporated nonprofit but might not have been granted charitable status at the Federal level. There may also be entities within an I&R database that do not have any IRS status (such as informal support groups). Much of the information gathered under Legal Status may be more relevant/useful than IRS Status.
Data Element: Agency – Federal Employer Identification Number (EIN-FEIN)
Definition
A Federal Employer Identification Number (FEIN), is a unique nine digit number (XX-XXXXXXX) that the IRS (United States Internal Revenue Service) assigns to business entities. The IRS uses this number to identify taxpayers that are required to file various returns. FEINs are used by employers, sole proprietors, corporations, partnerships, nonprofit organizations, trusts and estates, government agencies, certain individuals and other business entities.
AIRS Standards Reference: Federal Employer Identification Number (EIN-FEIN) (Recommended Element)
AIRS XML Reference: Agency/FEIN
Preferred style examples
87-8573645
Additional information
The FEIN is also known as an Employer Identification Number (EIN), a Federal Tax Identification Number, and a Tax ID. Within an I&R database, it provides another option for matching records in merged databases to help eliminate duplicates.
Data Element: Agency – Year of Incorporation
Definition
The year of incorporation is the official year in which the legal documents that covered an organization’s registration were processed and finalized.
AIRS Standards Reference: Year of Incorporation (Recommended Element)
AIRS XML Reference: Agency/Year Inc
Preferred style examples
1987
2004
Additional information
This is not the same as the year an agency started, as many agencies might open as unincorporated bodies and operate on an informal basis for a few years before incorporation.
Data Element: Agency – Annual Budget Total
Definition
The money that an agency spends or plans to spend over the course of a year to deliver its services, including all of its administrative and other operating costs.
AIRS XML Reference: Agency/Annual Budget Total
Preferred style examples
$37,000
$560,000
$1,580,000
Additional information
This item tends to cause confusion amongst agencies during database updating with concerns about the information’s use, accuracy and purpose. Is it their budgeted amount for the current operating year (which most independent entities would be reluctant to publicly share) or their annual expenditure from their last annual report (which might be publicly available but be perhaps two years old)?
It is better to use round numbers (to the nearest $1,000 on amounts under $100,000 and to the nearest $10,000 on higher amounts). For example, use $73,000 rather than $72,852 and $270,000 rather $268,563.
Data Element: Agency – Legal Status
Definition
The legal status of an organization is the designation indicating the type of organization or conditions under which the organization is operating, i.e., a private, nonprofit corporation, a for-profit (commercial, proprietary) organization, a government (public) organization, or a grass roots entity such as a support group that is not incorporated and has no formal status as an organization.
AIRS Standards Reference: Legal Status (Required Element)
AIRS XML Reference: Agency/Legal Status
Preferred style examples
Nonprofit – Incorporated
Nonprofit – Unincorporated
Faith-based
Coalition
Cooperative
Commercial (preferred to for-profit)
Government – City
Government – County
Government – Federal
Government – Provincial
Government – Regional
Government – State
Government – Territorial
Government – Town
Government – Township
Government – Village
Special District
Data Element: Agency – Source of Funds
Definition
The source of funds indicates the entities that fund an agency and/or the type of funding received by an agency.
AIRS XML Reference: Agency/Source Of Funds
Preferred style examples
United Way of Some County
City of Anytown, Community Grants Program
Some County, Department of Community Services
Bobby’s Big Bucks Foundation
Additional information
This is an optional element which is a reflection of the value of this information and the difficulty to obtain and maintain it. If this information is being collected, it is best to concentrate on “core” (that is, regular year-by-year contributions from major funders) rather than “program” or “one-time” funding (that is, short-term funding that might vary every year such as from foundations or through pilot projects). Often an agency might receive funding from two or more different areas within a particular level of government – in which case, try to identify each specific department/division.
Data Element: Agency – Date of Last Interim Modification/Partial Update; Contact for Updating Purposes
AIRS Standards Reference: Date of Last Interim Modification/Partial Update; Contact for Updating Purposes (Required Element)
AIRS XML Reference: Agency/Resource Info
| |
|AIRS XSD Name |
| |
|Contact |
| |
|Resource Specialist |
| |
|Available for Directory |
| |
|Available for Referral |
| |
|Available for Research |
| |
|Date Added |
| |
|Date Last Verified |
| |
|Date Last Action |
| |
|Last Action Type |
CONTACT
See Page 24 for a full explanation of the structure of a ‘contact’. In this instance, the contact is the person at the agency/organization who is responsible for verifying the accuracy of information in the database record.
RESOURCE SPECIALIST
This is the person at the I&R program who is primarily responsible for administering a particular record.
AVAILABLE FOR DIRECTORY
This is a flag that identifies that a record can be included in a directory.
AVAILABLE FOR REFERRAL
This is a flag that identifies that a record is ready for active use in providing referrals.
AVAILABLE FOR RESEARCH
This is a flag that identifies that a record is ready for research but not yet ready for active use.
DATE ADDED
This is the date on which a particular record was created in the resource database.
DATE LAST VERIFIED
This is the date on which the record was last verified. That verification might be a formal annual updating of the record or a modification between updates. The AIRS Standards refer to an “interim modification or partial update” as a piece of agency information that has been changed and verified by the agency, whereas a “complete or annual update” is when the agency was contacted and all of its information was completed verified. In some instances, no actual changes might be made but the record was still updated (i.e. there was a verification that no changes were needed).
DATE LAST ACTION
This is the date on which the record was last updated or modified
LAST ACTION TYPE
This refers to what occurred when the record was last updated or modified.
Data Element: Agency – Exclude from Website
Definition
This is used to denote whether a particular record within the I&R database is or is not intended to also be displayed as part of an online directory on the agency’s website.
AIRS XML Reference: Agency/Exclude From Website
Preferred style examples
This would usually only consist of a Yes/No checkmark to include/exclude or a similar indication. In most software, it is probable that items are included unless they are specially excluded.
Additional information
This editing decision sometimes applies to a small self-help group where the contact numbers and addresses are all based in people’s homes. Another example would be a church that is comfortable with having information about its food pantry be shared over the phone with appropriate callers but is reluctant to having it more widely known, especially if the pantry is struggling to meet current demands.
As I&R agencies become more specialized in online dissemination, there may be instances where data records are excluded from one online database but included in another “view” of that data. For example, a mental health support group may be excluded from the main database but included in a specialized sub-set that is shared with certain client groups.
Data Element: Agency – Exclude from Directory
Definition
This is used to denote whether a particular record within the I&R database is or is not intended to also be displayed as part of a published directory of services or another publication.
AIRS XML Reference: Agency/Exclude From Directory
Preferred style examples
This would usually only consist of a Yes/No checkmark to include/exclude or a similar indication. In most software, it is probable that items are included unless they are specially excluded.
Additional information
As with the Exclude from Website data element, this editing decision sometimes applies to a small self-help group where the contact numbers and addresses are all based in people’s homes. Another example would be a church that is comfortable with having information about its food pantry be shared over the phone with appropriate callers but is reluctant to having it more widely known, especially if the pantry is struggling to meet current demands.
Data Structure: Site
Definition
Sites are the physical locations (sometimes called branches) from which clients access services provided by an agency. An agency must be at least one site but can have several. The Site Data elements is also used by Agency/AgencyLocation to describe where the Agency is located. When creating an AgencyLocation never attach SiteServices.
Site records contain identifying information about the specific location (such as name, address, telephone number, manager, hours, and any other detail that appears helpful about the specific location).
Specific details about program that are available at a site are contained at the Service/Program level of the data structure.
Some of these elements (such as Phone) should be styled in the same manner as their counterpart element within the “Agency” record. However, the content must be specific to that location (for example, any URL must be specific to that site and not the main agency URL that was already entered at the Agency level).
Summary of Site Data Elements
| | | |
|AIRS Standards Name |AIRS Standards Reference |AIRS XSD Name |
| | | |
|Unique ID Number |Required |Key |
| | | |
|Site Name |Required |Name |
| | | |
|Site Description |Required |Site Description |
| | | |
|AKA (Also Known As) Names |Required |AKA |
| | | |
|Street/Physical Address |Required |Physical Address |
| | | |
|Mailing Address |Required |Mailing Address |
| | | |
|Other Addresses |Recommended |Other Address |
| | | |
| | |No Physical Address |
| | | |
| | | |
| | | |
|Phone Number(s) including Extensions, Phone |Required |Phone |
|Types and Phone Functions | | |
| | | |
|Website(s)/URL(s) |Recommended |URL |
| | | |
|Email Address(es) |Recommended |Email |
| | | |
|Name and Title of Site Manager |Recommended |Contact |
| | | |
|Administrative Hours/Days of Operation |Recommended |Time Open |
| | | |
|Physical Access |Recommended |Disabilities Access |
| | | |
|Travel Information |Recommended |Physical Location Description |
| | | |
|Travel Information |Recommended |Cross Street |
| | | |
|Travel Information |Recommended |Bus Service Access |
| | | |
|Geospatial Information |Recommended |Spatial Location |
| | | |
|Travel Information |Recommended |Public Access To Transportation |
| | | |
| | |Languages |
| | | |
| | |Year Inc |
| | | |
| | |Annual Budget Total |
| | | |
| | |Legal Status |
| | | |
| | |Exclude From Website |
| | | |
| | |Exclude From Directory |
Data Element: Site – Unique ID Number (Key)
Definition
The record ID number is a unique numerical code that is affixed to every single record within a resource database (whether that is an agency record, a site record or a program record). Although the site’s name might change, its unique number will remain the same.
AIRS Standards Reference: Site – Unique ID Number (Required Element)
AIRS XML Reference: Site/Key
The general rules listed under Agency – Unique ID Number on Page 11 also apply here.
Data Element: Site – Site Name
Definition
This is the name of the site/location. If an agency has only a single location, then to all intents and purposes, the agency name is usually the site name.
For example, if Abacus Child Care Center is the agency name and there is only one location, then that site name is Abacus Child Care Center. Otherwise, the site name should be unique to the site and different from the full agency name (although often with a clear relationship to that name). For example, if Abacus operated from a second location, the agency might have an existing name that it applies to the site such as Abacus2 Child Care Center or Abacus Child Care Center – Middletown Branch or even a completely different name such as Jane’s Place.
AIRS Standards Reference: Site – Site Name (Required element)
AIRS XML Reference: Site/Name
Preferred style examples
Grey County Social Services Department – Youth Club
Lakeside Library – Riverfront Branch
Mountainside Neighborhood Association – Satellite Office
Ocean Hospital Outpatient Clinic
Salvation Army Homeless Shelter
YMCA. Mary Street Child Care Service
Additional information
In some instances, the site name has a distinct alternative title. For example, the CM Mathewson Mental Health Clinic may be a site of the regional public health authority.
In other cases, the site name may be drawn from the function that it provides for the agency. For example, if the local Salvation Army operates a thrift store at another location, the site name might be “created” as Salvation Army Thrift Store. If it operates a couple of thrift stores, maybe the site names become Salvation Army Main Street Thrift Store and Salvation Army Broad Street Thrift Store.
The general rules listed under Agency – Agency Name on Page 13 also apply here.
Data Element: Site – Description
Definition
The site description is a brief statement of no more than 1-2 sentences that describes the primary activities that take place at the site. If the agency has a single site then presumably this is covered by the agency description. If the agency operates from more than one location, then a site description is required for each one. In some instances, in which the same services are available from each location, the site descriptions might all be identical.
AIRS Standards Reference: Site – Site Description (Required Element)
AIRS XML Reference: Site/Site Description
Preferred style examples
Mental health drop-in
Training center
Commercial child care center
Emergency shelter for homeless men
Federal government financial assistance program for income eligible older adults
Food pantry and meal program
Thrift store
Additional information
The general rules listed under Agency – Agency Description on Page 26 also apply here.
Data Element: Site – AKA (Also Known As) Names
AIRS Standards Reference: Site – AKA (Also Known As) Names (Required Element)
AIRS XML Reference: Site/AKA
The general rules listed under Agency – AKA (Also Known As) Names on Page 16 also apply here.
Data Element: Site – Street/Physical Address
Definition
The street address describes the physical address of the site(s) from which the agency operates.
AIRS Standards Reference: Site – Street/Physical Address (Required Element)
AIRS XML Reference: Site/Physical Address
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|Preaddress Line |
| |
|Address Line 1 |
| |
|Address Line 2 |
| |
|City |
| |
|County |
| |
|State |
| |
|ZIP |
| |
|Country |
| |
|Reason Withheld |
| |
|Confidential |
| |
|Description |
PREADDRESS LINE
A preaddress line generally contains address information that would not be “readable” for a geographic mapping program such as MapQuest (for example, MacDonald Building or Fawlty Towers).
ADDRESS LINE 1
Address Line One is used for the actual street address.
ADDRESS LINE 2
Address Line Two is reserved for an additional component such as the apartment, suite or unit number.
An address will generally consist of one of the following combinations:
1. Preaddress Line
Address Line One
Address Line Two
2. Address Line One
Address Line Two
3. Address Line One
The following is an example of an address that uses all three lines:
Ethelred Towers
17 Oak Drive
Suite 17
However, “Line One” and “Line Two” will usually be displayed in a traditional address format (that is, on one line):
Ethelred Towers
17 Oak Drive, Suite 17
The Preaddress Line can also be used when another agency is acting as the host for a smaller organization (for example, a mental health clinic that serves as the “base” for an independent self-help group):
c/o Anytown Mental Health Services
876 Blackberry Boulevard, Unit 67
Preferred style examples
100 Main Street, Suite 400
City Hall
100 Main Street West, 7th Floor
14 Fir Crescent
85 Acorn Boulevard
9206 Willow Street NW, Unit 470
9206 South Willow Street W, 4th Floor
Hawthorn Heights Building
500 Orangeblossom Street, Unit 4
Additional information
Although there are standard abbreviations (for example, St) that will be read by geo-mapping programs and are officially approved by the postal service, if the software field permits the number of characters, using a full spelling would seem to remove any possibility of ambiguity.
However, a full list of official abbreviations is included in Appendix C. When using an official abbreviation, there is no need to use periods (for example, use “Blvd” and not “Blvd.”).
Some addresses will be provided by agencies in the style of “234-111 Cedar Street”. Although this is officially recognized, it is not intuitive for users and changing the style to “111 Cedar Street, Suite 234” is clearer. If you are unsure whether it is a “suite”, use the more flexible word “unit”.
Never use “#” as an introduction to a number. For example, change 16 Balsam Avenue, #24 to 16 Balsam Avenue, Unit 24.
If the street name incorporates a “direction” (such as Young Street North or Old Avenue South) that can be written in full … addresses that reflect a larger grid can be designated with the abbreviation (such as 453 Wood Road NW or 67 Stone Place SE).
CITY
This is the part of the physical address that describes the major city or town from which the site operates. The name of the city follows the street address and precedes the state/province and ZIP/postal code in conventional postal service format.
Preferred style examples
Davistown
Gillespieville
Kingston (Town)
Parkerton
Additional information
Standard and full spellings should be used.
In rural areas, “city” may mean an incorporated town or even an unincorporated village. In major metropolitan areas, the convention may mean an incorporated town that is part of a larger urban entity that may not be well known nationally but locally is more specific and useful.
There may be instances where the same name is used by both a county and a town within a specific area. Using parentheses may make the distinction clearer where this occurs. This still ensures that people searching alphabetical lists will find items where they expect to find them (e.g. Nyack (Village) rather than Village of Nyack).
Consistency is the key. All agencies in a certain defined community need to have the same city address.
COUNTY
The county is the part of the physical address that describes the larger region in which the site is located. Usually, the County name is omitted if there is a village, town or city designation that is clearer.
STATE/PROVINCE
The designation of the state/province must be part of the site address of the organization. Use only the official two-letter code for all states, provinces and territories.
Preferred style examples
AB
AZ
BC
MA
PR
WY
Additional information
Appendix C provides the full official list of approved post office abbreviations.
Do not use a period to denote the abbreviation (for example, use VA but not VA.).
Use upper case (for example, VA but not Va).
ZIP/POSTAL CODE
The ZIP code and the postal code must be part of the site address. This element must use the fixed official structures used by the respective national postal services of the United States and Canada. A Canadian postal code consists of six characters – alternating upper-case alphabetical and numerical elements (ANA NAN) with a single space between the pairs of three characters. A United States ZIP code contains five numeric digits along with a hyphen followed by four additional digits. The first five are mandatory and denote a wider area in which people may place themselves (for example, “I live within the 40812 ZIP code”).
Preferred style examples
40125-6079
68516
68516-9999
V0S 1N0
L8L 3W9
COUNTRY
This is not usually required and may be a default (e.g. USA or Canada) but some resource databases may require the need to list agencies based in other countries. For example, many border communities may need to maintain a few records of organizations in the neighboring/neighbouring country.
Data Element: Site – Mailing Address
Definition
The mailing address describes the official postal address of the site(s) from which the organization operates when that address differs from the physical address (i.e. if there is no specific mailing address, then the physical address is the ‘official’ address and the only address required).
The mailing address is constructed from the same data components as the physical address in terms of address line, city, state/province, ZIP/postal code.
AIRS Standards Reference: Site – Mailing Address (Required Element)
AIRS XML Reference: Site/Mailing Address
Preferred style examples
PO Box 45
Ironton, MA 68573
General Delivery
Leadampton, ID 86352
General Delivery, Bag 3
Copper Valley, KS 86934
Additional information
Generally, you cannot “go to” a mailing address but you should be able to “go to” a physical address.
Avoid abbreviating the PO Box as P.O. Box., or General Delivery as GD or G.D.
Data Element: Site – Other Addresses
Definition
This concept is used very occasionally, usually when there is a contact address that is different from either the physical address or mailing address. For example, when a self-help agency may express a preference that can only be fulfilled through the use of another address option.
AIRS Standards Reference: Site – Other Addresses (Recommended Element)
AIRS XML Reference: Site/Other Address
Preferred style examples
56 Diamond Crescent
Coalville, VA 35276
Additional information
Other Address follows the same style/data entry rules as other address-based data components.
Data Element: Site – No Physical Address
Definition
This concept is used very rarely, usually for online resources that might be usefully included within the database but which have no actual or relevant physical address.
AIRS XML Reference: Site/No Physical Address
Data Element: Site – Phone Number(s) including Extensions, Phone Types and Phone Functions
Definition
The phone number(s) through which a particular site can be reached. Phone data include phone numbers, extensions, phone types (e.g., Voice, TTY/TDD), and phone functions (e.g., administration, intake).
AIRS Standards Reference: Site – Phone Number(s) including Extensions, Phone Types and Phone Functions (Required element)
AIRS XML Reference: Site/Phone
The general rules listed under Agency – Phone Number(s) including Extensions, Phone Types and Phone Functions on Page 18 also apply here.
Data Element: Site – Website(s)/URL(s)
Definition
A URL (Universal or Uniform Resource Locator) is a way of specifying the location of a file or resource on the Internet. Also commonly known as a website or web address. In the resource database, the agency URL should be the official main website of the organization. A site URL should only be included if it is unique to the location.
AIRS Standards Reference: Site – Website(s)/URL(s) (Recommended Element)
AIRS XML Reference: Site/URL
The general rules listed under Agency – Website(s)/URL on Page 22 also apply here.
Data Element: Site – E-Mail Address(es)
Definition
E-mail refers to an electronic mail address; a place to direct online/electronic correspondence.
AIRS Standards Reference: Site – E-mail Address(es) (Recommended Element)
AIRS XML Reference: Site/Email
The general rules listed under Agency – E-mail Address(es) on Page 23 also apply here.
Data Element: Site – Name and Title of Site Manager
Definition
This contact name and title reflects the single individual at the head of a particular site. When an agency has only a single site, this information is already included at the Agency level as the Name and Title of the Director or Administrator. When an organization has two or more sites, there may or may not be a single person who can be listed in the role of site manager.
AIRS Standards Reference: Site – Name and Title of Site Manager (Recommended Element)
AIRS XML Reference: Site/Contact
The general rules listed under Agency – Name and Title of Director of Administrator on Page 24 also apply here.
Data Element: Site – Administrative Hours/Days of Operation
Definition
This refers to the days and times an individual can access a service or (in this case) the administrative hours the site is open to the public.
AIRS Standards Reference: Site – Administrative Hours/Days of Operation (Recommended Element)
AIRS XML Reference: Site/Time Open
AIRS XML Components:
| |
|AIRS XSD Name |
| | | |
|Sunday |From |To |
| | | |
|Monday |From |To |
| | | |
|Tuesday |From |To |
| | | |
|Wednesday |From |To |
| | | |
|Thursday |From |To |
| | | |
|Friday |From |To |
| | | |
|Saturday |From |To |
| |
|Notes |
Preferred style examples
In some I&R software programs, this information may be organized in a structured way as per the above table. In other instances, it might be a matter of entering a string of data (“notes”) in a text field. The following examples are more applicable to the latter situation.
Mon-Fri 9 am-5 pm
Mon-Sun 24 hours
Mon-Wed 8 am-11:30 am, Thu 2 pm-8 pm, Fri 8 am-11:30 pm
Mon 12 noon-4:30 pm, Tue-Wed 11 am-11 pm, Thu 6 pm-12 midnight
Mon-Fri 8:30 am-4:30 pm
First and third Friday of each month 9 am-2 pm
Mon-Thu 9 am-5 pm, Fri 9 am-12 noon and 6 pm-9 pm
Irregular – call for details
Mon-Fri 8:30 am-4:30 pm (Closed lunch 12 noon-1 pm)
Additional information
There are many ways in which hours of operation and availability can be listed within a text field.
For example:
Monday to Friday: 9.00 a.m. – 5.00 p.m.
Mon-Fri 9:00 am – 5:00 pm
M-F 9am-5pm
Mon. - Fri. from 9 am to 5 pm
As a few of these entries will be quite complex, it is best to consistently use a standard three letter contraction for each day of the week (Mon, Tue, Wed, Thu, Fri, Sat, Sun).
Try to organize the information in terms of the order of the week (that is, start on Monday and end on the last day that service is available (usually Friday or Sunday).
Avoid using a 24 hour clock (for example, use 6 pm rather than 18.00).
To be certain of clarity, consider using Noon and Midnight instead of 12am and 12pm (or possible 12 noon and 12 midnight).
Although there is merit to making a note of any lunchtimes during which an organization might be closed, it tends to make the information very difficult to read. Use your discretion on whether to enter that specific information.
The XSD also supports multiple open and close times per day. For example Monday could have a time open from 8:00 AM to 12:00 PM and again from 2:00 PM to 6:00 PM
Also each day is optional so collection site that is only open Fridays and Saturdays can be represented.
Data Element: Site – Physical Access
Definition
This describes the factors that either help or hinder access to the site/location for people with physical disabilities.
AIRS Standards Reference: Site – Physical Access (Recommended Element)
AIRS XML Reference: Site/Disabilities Access
Preferred style examples
Wheelchair access with main doors, ramps, lowered elevator buttons, wheelchair accessible washrooms
No wheelchair access
Accessible apartments including wheel-in shower
Designated parking spaces
Wheelchair access possible with appointment
Braille elevators and signage
Tone elevators
Visual alert systems
Wheelchair access – but call for details
Additional information
When surveying agencies on their accessibility, it is helpful to provide a specific list of options (such as some of the items listed under style examples) for the agency to select. An open-ended survey tends to produce broadly positive statements such as “Fully accessible” or “Partially accessible” without providing any details on what exactly that means.
Also remember that access for people with physical disabilities covers more issues than wheelchair access.
Data Element: Site – Travel Information
Definition
This provides a variety of ways to include more detailed information to help people identify a location and get there as easily as possible.
AIRS Standards Reference: Site – Travel Information (Recommended Element)
AIRS XML References: Site/Physical Location Description
Site/Cross Street
Site/Public Access to Transportation
Site/Bus Service Access
Site/Spatial Location
PHYSICAL LOCATION DESCRIPTION
This can be helpful if a street address does not reflect a location that would otherwise be well known to a client (for example, a shopping mall or a government building). It is also useful when additional information is needed to easily find the location (for example, a food pantry may operate from a church but its actual entrance is through a side door off an adjoining street).
Preferred style examples
Within Riverside Shopping Center
In basement at City Hall
Next to Lagoon Library
Entrance at unmarked door off Harbor Street
Additional information
Only use this data element if it provides distinctive information. For example, “near bus stop” or “across from restaurant” or “next to convenience store” may be applicable to hundreds of locations and would not be particularly helpful to the client.
CROSS STREET
As a general rule, intersection should be listed with the north-south street names first followed by the east-west street. It is best to be clear that this is generally the nearest major intersection, to avoid the client expecting to find it at the immediate junction.
PUBLIC ACCESS TO TRANSPORTATION
This is generally set up as a “Yes/No” option to denote whether or not a site is accessible by public transit.
In some cases, a “No” answer may be fairly obvious for a building in a rural area. In most cases, a “Yes” may always be a possible answer as virtually everything may be, in some way, accessible to public transit. Although there is a difference between a building with a bus stop directly opposite and one that might be a mile (or a 20 minute walk) away – which is accessible for some people but not for others. Similarly, a building may be accessible Monday to Friday in the mornings but impossible to reach on evenings and weekends because of local transit service restrictions.
When asked, agencies tend to answer that they are accessible to public transit. Researching exactly what that means may prove very time-consuming. For example, should “Yes” be an answer to a specific question such as “Is there a bus stop within 200 yards?”
BUS SERVICE ACCESS
This allows an agency to provide additional textual information about specific public transit access to locations. For the purpose of this data element, “bus” also applies to streetcars, subways and other forms of fixed-route public transport. While this may be helpful, it still requires that clients check for themselves (for example, they may be told that the 65 Bus will take them to a location, only to find that bus only runs once every three hours). In this instance, no information is better that unintentionally misleading information that can cause a huge inconvenience for clients.
This is a field that requires a great deal of effort to properly maintain, and if it can’t be properly maintained, an agency should consider opting not to collect it.
There also a need for clarity regarding what “close” to a bus route actually means – is it within 100 yards or 400 yards? Is that distance “close” for different types of people?
Preferred style examples
Bus Route 61
Bus Route 20B
Bathurst Subway
Fern Junction on “B” and Red Line
Desire Streetcar
Bus Routes 16, 25, 26, 27C, 70 Express, 84
SPATIAL LOCATION
A spatial location is the information about a physical location that pinpoints its exact location on the earth.
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|Description |
| |
|Datum |
| |
|Latitude |
| |
|Longitude |
A datum may define the association of latitude and longitude.
Latitude is the location of a place in relation to the east-west line of the Equator. Latitude is expressed as the number of degrees up to 180 degrees south or 180 degrees north of the Equator (which is itself defined as “0”). Latitude can be expressed in different ways, such as 38°34′ 32" N or 38° 34.700′ N.
All locations in North American are north of the Equator.
Longitude is the location of a place in relation to a north-south line called the Prime Meridian. Longitude is expressed as the number of degrees up to 180 degrees eastward or 180 degrees westward of the meridian (which is itself defined as 0). Longitude can be expressed in different ways, such as 13°347′ 32" W or 13° 34.700′ W. Western longitude is also sometimes expressed as a negative in terms of “not being East” such as -87°347′ 32" E. (for example, 96.700 W or 75.756 W)
All locations in North American are west of the Prime Meridian.
Degrees may also be expressed as a decimal number: 23.45833 N or 23.45833 W. The decimal notation is being suggested because it requires less symbols.
However, most I&R software programs, are linked to an application such as Mapquest which spatially places the longitude/latitude of a site by reading its exact Street/Physical Address.
Data Element: Site – Languages
Definition
The specific languages, other than English, which are consistently available at a location. In order to facilitate searching by language availability, some I&R services structure language information in a format that supports the ability to filter data. Users are then able to search for a particular type of service in Spanish and the system will filter out those that do not meet this criterion.
Agencies often tend to exaggerate language available. Try to only list languages that are regularly and consistently available. There is a difference between a site that provides Spanish services as part of its internal mandate and one that has a part-time staff person who speaks Vietnamese.
AIRS XML Reference: Site/Languages
See Appendix B for listing of preferred spellings of languages. The Languages area may also have the ability to attach hours available using the Site – Administrative Hours/Days of Operation element on Page 51.
Data Element: Site – Year Incorporated
Definition
The year of incorporation is the official year in which the legal documents that covered an agency’s registration were processed and finalized.
AIRS XML Reference: Site/Year Inc
The general rules listed under Agency – Year Incorporated on Page 30 also apply here.
Data Element: Site – Annual Budget Total
Definition
The money that a site spends or plans to spend over the course of a year to deliver its services, including all of its administrative and other operating costs.
AIRS XML Reference: Site/Annual Budget Total
The general rules listed under Agency – Annual Budget Total on Page 31 also apply here.
Data Element: Site – Legal Status
Definition
The legal status of an organization is the designation indicating the type of organization or conditions under which the organization is operating, i.e., a private, nonprofit corporation, a for-profit (commercial, proprietary) organization, a government (public) organization, or a grass roots entity such as a support group that is not incorporated and has no formal status as an organization.
AIRS XML Reference: Site/Legal Status
The general rules listed under Agency – Legal Status on Page 32 also apply here.
Data Element: Site – Exclude from Website
Definition
This is used to denote whether a particular site within the I&R database is or is not intended to also be displayed as part of a published website of services.
AIRS XML Reference: Site/Exclude from Website
The general rules listed under Agency – Exclude from Website on Page 36 also apply here.
Data Element: Site – Exclude from Directory
Definition
This is used to denote whether a particular site record within the I&R database is or is not intended to also be displayed as part of a published directory of services or another publication.
AIRS XML Reference: Site/Exclude from Directory
The general rules listed under Agency – Exclude from Website on Page 37 also apply here.
Data Structure: Service/Program (SiteService)
Definition
A service/program record describes the types of assistance an agency delivers to its clients.
Operationally, “services” are specific activities that can be classified using Taxonomy terms. Specific types of services should be essentially the same no matter what organization is providing them.
Sometimes agencies will provide a group of services (some primary and some secondary) and organize them as a “program”. Programs may be considered as groups of services under a specific title (which could be a well-established name such as the WIC Program or a name locally created by the agency itself). For example, a job training program may be made up of a number of services such as vocational assessment, a resume preparation class and job placement assistance. While services are essentially the same across organizations, the definitions of programs may differ significantly. (Just to make it more confusing, sometimes a program name will contain the word “Service”!).
I&R services often group similar agency services into a “Service Group” for ease of data entry, management and display; and assign a name (Service Group Name) to the services represented in the cluster.
A SiteService is a mechanism within a software package for representing one specific service provided at a specific location (site). Service sites are the most discrete level of the resource database structure. Data collected at this level allows for very specific information about one service (home delivered meals) at a specific site (Salvation Army’s West Side Office) to be retrieved and displayed.
Service/program records generally include a narrative that offers a summary of what is provided, in addition to other key data elements such as eligibility information and application procedures.
Summary of SiteService Data Elements
| | | |
|AIRS Standards Name |AIRS Standards Requirement |AIRS XSD Name |
| | | |
|Unique ID Number for the Service Group |Required |Key |
| | | |
|Program Name for the Service Group |Required |Name |
| | | |
| | | |
|AKA (Also Known As) Program Names |Required | |
| | | |
|Service Group Description |Required | |
| | | |
|SiteService Details |Required |Description |
| | | |
|Hours of Service |Required |Time Open |
| | | |
| | |Seasonal |
| | | |
| | |Service not always Available |
| | | |
|Phone Number(s) including Extensions, Phone Types and Phone |Required |Phone |
|Functions | | |
| | | |
|Eligibility |Required | |
| | | |
|Target Populations |Required | |
| | | |
| | |Other Requirements |
| | | |
| | |Age Requirements |
| | | |
| | |Gender Requirements |
| | | |
| | |Family Requirements |
| | | |
| | |Income Requirements |
| | | |
| | |Residency Requirements |
| | | |
|Geographic Area Served |Required |Geographic Area Served |
| | | |
|Application/Intake Process |Required |Application Process |
| | | |
|Documents Required |Required |Documents Required |
| | | |
|Fee Structure |Required |Fee Structure Source |
| | | |
|Languages other than English |Required |Languages |
| | | |
|Taxonomy Term(s) |Required |Taxonomy |
| | | |
|Website(s)/URL(s) |Recommended | |
| | | |
|E-mail Address(es) |Recommended | |
| | | |
|Title of the Service Contact Person |Recommended | |
| | | |
|Service Capacity and Type |Recommended | |
| | | |
|Method of Payment Accepted |Recommended | |
Data Element: Service/Program – Unique ID Number (Key)
Definition
The record ID number is a unique numerical code that is affixed to every single record within a resource database (whether that is an agency record, a site record or a service/program record). Although the service/program’s name might change, its unique number will remain the same.
AIRS Standards Reference: Service/Program – Unique ID Number (Required Element)
AIRS XML Reference: SiteService/Key
The general rules listed under Agency – Unique ID Number on Page 11 also apply here.
Data Element: Service/Program – Program Name
Definition
This refers to the specific name of the program. The Program Name is the proper name for a service or group of services that is specified by the agency, rather than created by the I&R service. In many cases, there is no specific program name for the service group.
AIRS Standards Reference: Service/Program – Program Name (Required Element)
AIRS XML Reference: SiteService//Name – This is the program name at the parent Site.
Preferred style examples
Employability
Family Literacy Program
Head Start
Mental Health Assessment Services
Substance Abuse Prevention Program
Utility Assistance Program
Vocational Training Services
Women, Infants and Children (WIC) Program
Additional information
This should be the name that is clearly provided by the agency providing the program. In many instances, the name may need to be formulated by the Resource Specialists based on the clearest expression of the activities provided.
Data Element: Service/Program – Service Group Name
Definition
The Service Group Name is a generic name for a group of services created by the I&R service rather than by the agency. It is used as a label which encompasses all services contained within the service group.
AIRS Standards Reference: Service/Program – Program Name (Required Element)
Preferred style examples
Family Counseling
Income Support Services
Rehabilitation
Addiction Services
Child Development Services
Additional information
Service group names should be indicative of all of the services within the cluster, should be “user friendly” (i.e., avoid jargon or terminology not easily understood by the general public), should be unique within the agency entry and should not duplicate the program name if one exists. Some Service Groups may be limited to a single service while others may represent a number of related services. Services within a Service Group often have a common description and eligibility. Service Group names are assigned by the I&R service.
Data Element: Service/Program – AKA (Also Known As) Program Name
AIRS Standards Reference: Service/Program – AKA (Also Known As) Names (Required Element)
The general rules listed under Agency – AKA (Also Known As) Names on Page 16 also apply here.
Data Element: Service/Program – Service Group Description
Definition
A service description provides an opportunity to more fully describe the nature of a service in order to help someone make an informed decision on a referral.
The service description is the place to provider contextual information (for example, on secondary and ancillary services). It is also a place where other data elements (such as appropriate licensing information or affiliations can be added if there are no specific fields for those elements and their inclusion would be helpful.
The description should be written in specific enough terms to enable I&R specialists and other users to determine whether this resource is an appropriate referral to meet the assessed needs of a particular inquirer. The description must reference and describe all of the services indexed using the Taxonomy.
AIRS Standards Reference: Service/Program – Service Group Description (Required Element)
Preferred style examples
• Self help group for alcoholics. Regular meetings at a variety of times and locations throughout Rockland County.
• Licensed child care center for toddlers and preschool children.
• Works with Green State Department of Labor to secure placements, part-time and full-time employment for Grey County Community College students and alumni.
• Support for day laborers within the Spanish-speaking communities providing a safe place for workers to wait to be picked up for daily jobs. Light breakfast available and referrals to ESL programs.
• Financial assistance in emergency situations and assistance in enrolment in AIDS Drug Assistance Program (ADAP).
• Local branch of national organization. One-to-one meetings to assist patients and families with free advice to help solve problems related to finances, insurance, employment and costs resulting from a cancer diagnosis.
• Food, clothing, shelter and other basic necessities for victims of disasters such as house fires and floods.
• Safety information for children to use when they are at home unsupervised such as how to deal with strangers, have telephone resources available and how to react to situations.
• Coordinates court-appointed supervised visitation between parents and children.
• Mediation between parents/guardians of children in special education classes and local school districts.
• Alternative to court system for resolving civil and minor criminal disputes such as tenant/landlord problems, neighborhood disputes, small claims and family conflicts. (Note that this is not appropriate for disputes associated with domestic violence).
• Bereavement support to families, including specific programs for children and for those who have lost a child.
• Residential group homes for children and youth who, for a variety of reasons, can no longer live with their families.
• Community economic development initiatives aimed at retaining existing businesses and attracting new enterprises to Gotham City.
• Supports young volunteers in programs geared towards environmental quality and awareness. Individuals can commit 675 hours of service year round or 300 hours over the summer. Living stipend is provided and a monetary educational reward is given upon completion of service hours.
• Promotes healthy lifestyles, good nutrition and home budgeting to food stamp recipients/applicants. Classes and home visits from dieticians and home economists.
• Comprehensive information and referral on health and human services within Sin City.
Additional information
❑ Service descriptions should be precise but also meaningful. They should anticipate any questions that a client might reasonably ask that have not been addressed in other fields. However, it should not include every conceivable piece of detail – these issues are best addressed by the client contacting the program directly.
❑ Avoid using full sentences such as “This program provides peer counselling within a supportive environment …” if “Peer counselling available” gets to the point quicker and is easier for the I&R Specialist to read.
❑ Point form is often easier to read on the computer screen. Asterisks are easier still to pick out. For example, “Congregate dining for older adults * Kosher meals available * Recreational activities after meal for program participants”.
❑ Avoid over-elaborate phrases (usually supplied by the agencies themselves in their completed surveys) such as “Provides a family-focussed model based on empowerment and individualized expression ..” Ask yourself, “What are they actually doing and what would a potential client really want to know?”
❑ As a very general rule, adjectives and adverbs can be eliminated.
❑ When creating a list use commas and not semi-colons.
❑ Write in third person.
❑ Do not abbreviate days or months.
❑ One space following a comma, semi-colon, colon or period.
❑ Don’t use abbreviations such as e.g. or i.e. if possible. Use “for example” and “that is” or “that means”.
❑ Avoid subjective language (such as “highly qualified staff) and social service jargon.
❑ Spell out numbers when less than two digits (for example, “Open nine months a year” or “Open 10 months a year).
❑ Prefixes and hyphens: The common sense rule is only to use a hyphen if the word looks strange without it. Generally if the prefix and the word follows it are both vowels, then a hyphen may be needed (for example, pre-empt rather than preempt). Some words, however, are well established enough to not require a hyphen (for example, coordinate and cooperate).
❑ Within your own database, try and standardize your descriptions for common services as much as possible.
❑ Strive for active verbs and clear language.
❑ Omit minor details that would be hard to consistently update and that can be left to the client to discover when contacting the program.
Data Element: Service/Program – Hours of Service
Definition
This refers to the days and times an individual can access a service.
AIRS Standards Reference: Service/Program – Hours of Service (Required Element)
AIRS XML Reference: SiteService/Time Open
The general rules listed under Site – Administrative Hours/Days of Operation on Page 51 also apply here.
Data Element: SiteService/Seasonal
Definition
This allows reference to a particular time of year that a service may be available (for example, as is the case with Christmas baskets or tax return assistance).
AIRS XML Reference: SiteService/Seasonal
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|Description |
| |
|Start Date |
| |
|End Date |
Data Element: SiteService/Not Always Available
Definition
This allows reference to a particular time of year that a service may not be available.
AIRS XML Reference: SiteService/ Not Always Available
Data Element: Service/Program – Phone Number(s) including Extensions, Phone Types and Phone Functions
Definition
The phone number(s) through which a particular site can be reached. Phone data include phone numbers, extensions, phone types (e.g., Voice, TTY/TDD), and phone functions (e.g., administration, intake).
AIRS Standards Reference: Service/Program – Phone Number(s) including Extensions, Phone Types and Phone Functions (Required element)
AIRS XML Reference: SiteService/Phone
The general rules listed under Agency – Phone Number(s) including Extensions, Phone Types and Phone Functions on Page 18 also apply here.
Data Element: Service/Program -- Eligibility
AIRS Standards Reference: Service/Program – Eligibility (Required element)
Definition
These are the guidelines that a service provider uses to determine who is qualified to receive services. Eligibility can be stated in terms of requirements, e.g., “the individual must be a single parent” or exclusions, e.g., “we do not serve people who are homeless”.
In the resource database, these are a description of specific conditions that must be met in order to qualify for a particular service or group of services, or specific conditions that exclude certain people. If there are no eligibility requirements/exclusions, the text should read “No restrictions”. If eligibility is not a separate field in the database, eligibility information is typically found in the service group description. In order to facilitate searching by eligibility, some I&R services structure selected eligibility criteria (e.g. age and gender) in a format that supports the ability to filter data. For example, if age and gender are included as structured information, users are able to search for a home delivered meal program for a male, age 24 and the system will filter out services that are only available to adults age 50 and older.
Preferred style examples
Medicaid recipients age 21 years or older
Youth from 16 to 18 years, people up to 21 years may occasionally be considered
People living with AIDS/HIV and their caregivers
Older adults of Tangerine County who are age 65 years or older.
Children from 4 years to 12 years
People with compulsive eating disorders
Older adults 55 years and up, residing in northern Melon Township
Apple County residents at risk of eviction
Veterans and their dependents
Children at risk of abuse
Pear City parents on low incomes with children from six weeks to 14 years
People in acute mental health crisis
Employees with injuries or illnesses connected to their employment
People with physical disabilities or people recovering from or living with illness/injury
Additional information
❑ Eligibility can be based on a number of factors such as age, gender, geography, physical and/or mental health, language, sexual preferences, cultural background, income and geographic location.
❑ If eligibility is obvious, then there is no need to enter the information. For example, there is no reason to state that a hospital is for people who are ill or injured, that a food pantry is for individuals who are hungry and can’t afford to pay for food, or that a library is for people wanting to borrow books.
❑ However, if a library has a reading program for children of a particular age range, then that needs to be stated in the eligibility area.
❑ Geographic eligibility, along with age and gender eligibility can often be handled more precisely within the SiteService record. However, a clear textual expression of eligibility is always helpful.
❑ Geographic eligibility is often a tricky concept within a consolidated database (that is, a database that comprises several merged regional databases). Within a single local database, there is no need to state for every single service that it is designed for people in that region – but within a larger database, this needs to be clarified.
❑ Avoid saying “Everyone” or “Anyone”.
❑ Use “person first” language. For example, “People with physical disabilities” and not “Disabled people”.
❑ Also try to avoid labeling language, even if sometimes it seems a little contrived. For example, “People who are in correctional facilities” rather than “People in jail”.
❑ Use numerals for ages as it is easier to read. The exception is to use “birth” rather than “0”. For example, “From birth to three years”.
❑ Try to start the description with the most distinct summary of the service/program and add details at the end. Imagine a ‘newsletter style’ that starts with the most important information in a story and then goes on to the details in order of relevance, so that it can be “cut” at any point without completely losing the meaning.
Data Element: Service/Program – Target Populations
Definition
This refers to the individuals for whom a particular service or group of services is intended. Target populations are generally described in narrative form (e.g. “Targeted, but not restricted to, Native Americans”), in the eligibility or description fields. Target populations can also be pinpointed when indexing by choosing a Target Population term from the Taxonomy to append to the selected service term(s).
AIRS Standards Reference: Service/Program – Target Populations (Required Element)
Data Element: SiteService/Age Requirements
Definition
This provides a way to state and filter age requirements to assist in searching (for example, a service may be indexed to have a minimum and maximum age for eligibility.
AIRS XML Reference: SiteService/Age Requirements
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|Gender (Male or Female) |
| |
|Minimum age |
| |
|Maximum age |
Data Element: SiteService/Gender Requirements
Definition
This provides a way to state and filter gender requirements to assist in searching.
AIRS XML Reference: SiteService/Gender Requirements
Data Element: SiteService/Family Requirements
Definition
This provides a way to state and filter family composition requirements to assist in searching.
AIRS XML Reference: SiteService/Family Requirements
Data Element: SiteService/Income Requirements
Definition
This provides a way to state and filter income requirements to assist in searching.
AIRS XML Reference: SiteService/Income Requirements
Data Element: SiteService/Residency Requirements
Definition
This provides a way to state and filter residency requirements to assist in searching.
AIRS XML Reference: SiteService/Residency Requirements
Data Element: SiteService/Other Requirements
Definition
This provides a way to state and filter any other additional requirements to assist in searching.
AIRS XML Reference: SiteService/Other Requirements
Data Element: Service/Program – Geographic Area Served
Definition
Geographic area served refers to the physical boundaries in which a service is available and by definition, not available to people outside of those boundaries. The concept of “area served” is different from “location” as a service may be located in one area but serve several definable areas or only serve parts of the one area.
This geographic “boundary” can be national, state-wide/province-wide, regional, countywide, citywide, comprise a single or several ZIP codes or be restricted to a narrow neighborhood.
Geographic area served should be described in narrative form in the eligibility or description fields and represented in a structured form that facilitates the searcher’s ability to filter data. For example, if area served is included as structured information, users are able to search for a home delivered meal program for a woman who lives in the ZIP Code 60656, and the system will filter out services that are unable to serve her ZIP code.
AIRS Standards Reference: Service/Program – Geographic Area Served (Required Element)
AIRS XML Reference: SiteService/Geographic Area Served
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|ZIP/Postal Code |
| |
|Census Track |
| |
|City |
| |
|County |
| |
|State/Province |
| |
|Country |
| |
|Description |
Preferred style examples
Jones County
Metropolitan Smithville
Southern Brownchester from below 4th Street and west of Williamsboro Highway
43204, 43207 and 43311 ZIP codes
Blue State
National
Berry, Greenville and Peach Counties
Additional information
Some I&Rs list geographic area served as a component of a service eligibility text/memo field and thus it cannot always be parsed into this field. However, many of those same I&Rs keep a separate field, populated by a value list of ZIP/Postal Codes. In some cases, when a geographic area (such as a city or a county) is entered, the I&R software automatically translates that location into the ZIP codes that constitute that area.
Data Element: Service/Program – Application/Intake Process
Definition
The application process provides clients with information on the “next steps” to take to access a particular program/service.
AIRS Standards Reference: Service/Program – Application/Intake Process (Required Element)
AIRS XML Reference: SiteService/Application Process
Preferred style examples
Appointment preferred
Appointment required
Referral required
Telephone for service
Telephone to apply
Walk in for service
Professional referral only
Physician referral required
Call or walk in for service
Referral required
Intake conducted Monday through Friday between 9 am and 2 pm; Phone on Mondays between 9 am and 5 pm for an appointment.
Additional information
In many cases, the directions are fairly obvious in the sense of “call or visit” but many agencies have very specific requirements (for example, walk-ins will not be accepted, people must call first … or there must be a professional referral).
Data Element: Service/Program – Documents Required
Definition
Documents that will be needed to the client if following up with the referrals provided (that is, material/information that needs to be taken to the agency in order to access the service).
AIRS Standards Reference: Service/Program – Documents Required (Required Element)
AIRS XML Reference: SiteService/Documents Required
Preferred style examples
No documentation required
Call for details
Picture ID
Two pieces of picture ID
Driver’s license
Proof of income
Proof of address
Proof of age
Social security card
Physician order required
Income verification
Birth certificates
Proof of residency
Data Element: Service/Program – Fee Structure
Definition
The fee structure is an outline of the cost of receiving a service.
Most services within an I&R database are free. Clients need to know that fact. They also need to know if there is a fee and, if so, approximately how much it is and/or how it is calculated.
Typical phrases include “sliding scale” and “no charge” or “fixed fee.” Specific dollar amounts are generally omitted.
AIRS Standards Reference: Service/Program – Fee Structure (Required Element)
AIRS XML Reference: SiteService/Fee Structure Source
Preferred style examples
No fees/not applicable
Sliding Scale
Free
Self-pay
Medicaid
Medicare or other third-party payment accepted
None/not applicable
Call for details
Sliding scale. Call for details
Donations requested but optional
Nominal cost
Membership fee
Fees vary by program. Call for details
Medicare, private insurance and private payment accepted
Sliding scale if no insurance
Sliding scale if no insurance but no one refused service
Private insurance and/or private payment only
Private payment only
Additional information
It is helpful to provide clients with some idea of fees when they are applicable but it is difficult to effectively maintain that information.
Data Element: Service/Program – Taxonomy Term(s)
Definition
This refers to the indexing term name(s) and associated code(s) drawn from the AIRS/211 LA County Taxonomy whose definition most closely matches the service being defined.
AIRS Standards Reference: Service/Program – Taxonomy Term(s) (Required Element)
AIRS XML Reference: SiteService/Taxonomy Term
Additional information
The Taxonomy uses the fixed language structure embedded as a separate XML within the AIRS/211 LA County Taxonomy. There are no format restrictions in the XSD in regard to taxonomy codes, therefore it is important that Target and Modality codes are only applied after a Taxonomy code is used. There is no checking because the that are times when AIRS Taxonomy standards change independent of the AIRS XSD standards
Data Element: SiteService/Resource Info
AIRS XML Reference: SiteService/Resource Info
AIRS XML Components:
| |
|AIRS XSD Name |
| |
|Contact |
| |
|Resource Specialist |
| |
|Available for Directory |
| |
|Available for Referral |
| |
|Available for Research |
| |
|Date Added |
| |
|Date Last Verified |
| |
|Date Last Action |
| |
|Last Action Type |
The general rules listed under Agency – Date of Last Interim Modification/Partial Update; Contact for Updating Purposes on Page 34 also apply here.
Data Element: Service/Program – Website(s)/URL(s)
Definition
A URL (Universal or Uniform Resource Locator) is a way of specifying the location of a file or resource on the Internet. Also commonly known as a website or web address. In the resource database, the agency URL should be the official main website of the organization. A site URL should only be included if it is unique to the service/program.
AIRS Standards Reference: Service/Program – Website(s)/URL(s) (Recommended Element)
The general rules listed under Agency – Website(s)/URL on Page 22 also apply here.
Data Element: Service/Program – E-Mail Address(es)
Definition
E-mail refers to an electronic mail address; a place to direct online/electronic correspondence.
AIRS Standards Reference: Service/Program – E-mail Address(es) (Recommended Element)
The general rules listed under Agency – E-mail Address(es) on Page 23 also apply here.
Data Element: Service/Program – Title of the Service Contact Person
Definition
This is the individual that is the contact for providing the service (for example, the Program Coordinator). This is only included when there is a particular reason, usually this level of detail is not needed.
AIRS Standards Reference: Service/Program – Title of the Service Contact Person (Recommended Element)
The general rules listed under Agency – Name and Title of Director of Administrator on Page 24 also apply here.
Data Element: Service/Program – Service Capacity and Type
Definition
This refers to the “amount” of capacity available and the “type” of that capacity.
AIRS Standards Reference: Service/Program – Service Capacity and Type (Recommended Element)
Preferred style examples
30 Beds
4 Overnight beds
16 Respite care spaces
30 Subsidized child care spaces
12 Training spaces per course
6 Counselling sessions
12 Participant limits
18 Subsidized housing – One bedroom
2 Subsidized housing – Wheelchair accessible
Additional information
Note that this can often be briefly included within description field when it might be helpful (for example, 30-bed emergency shelter).
The variations of this information are lengthy and it is probably only useful to the client, where there are recurring restrictions on access based on demand exceeding supply.
This is not always meaningful information unless it has a great deal of additional context. For example, obviously a 400 bed hospital cannot have 420 people staying overnight. But it might have only 200 people staying there but still have shortages if the main demand is for ICU or paediatric beds and these are full. The definitions of units of service and the volatility of “capacity” information for any given program make maintaining this information extremely problematic.
Data Element: Service/Program – Method of Payment Accepted
Definition
The type of payment that is accepted for a particular service or service group where applicable.
AIRS Standards Reference: Service/Program – Method of Payment Accepted (Recommended Element)
Preferred style examples
Cash only
Medicaid
Medicaid or private insurance
Cash or check
Appendix A: Preferred Human Services Spellings and Usages
Aboriginal [always capitalize]
adult day program [not adult day care]
African-American [always capitalize, eliminate the hyphen unless used as a modifier]
after school [someone may stay after school but after-school program]
aftercare
also known as [avoid ‘aka’ in descriptive text]
alternative school
Alzheimer’s Disease
American Indian [use Native American]
American Sign Language [initial caps]
analyze
and/or [but try to avoid using]
anti-racism
Asian-American [no hyphen unless used as a modifier]
assistive devices [assistive technology equipment in the Taxonomy; preference is assistive technology]
audiotapes
audiovisual
baby boom
babysitter
backup
barrier free [the home is barrier free but barrier-free home]
biannual
Bible [use for the book only, capitalized]
biblical [lower case]
bicultural
bilingual
birth weight
birthrate
bisexual
Braille
breastfeed
build up [verb] but build-up [noun and adjective]
bylaws
byline
byproduct
cannot [always one word]
cardiopulmonary resuscitation (CPR) [use phrase with acronym, as above]
caregiver
CD-ROM
chairperson
child care
childbirth
classroom
clean up [verb]
clean-up [noun]
clearinghouse
co-directors
coed
coeducational
co-op but cooperative
co-owner
co-pay
co-payment
co-signer
co-sponsor
community-based
company-wide
consumer/survivor
consumers/survivors
Convention refugees
cooperation
coordinate
countywide
co-workers
crosscultural
database
day care
daylight
daytime
deaf-blind
decision making
dependent
detoxification
dietitian [not dietician]
door-to-door service but go door to door
downtime
downtown
drop in to apply [verb]
drop-in center [noun]
dropdown
drop out [verb]
dropout [noun]
Elders [as in Native Elders]
elderly [use older adults]
e-business
e-commerce
e-mail
ensure [preferred to insure when meaning a guarantee; insure for insurance]
ex-inmates [rule: use hyphen when ex means former; use no hyphen when ex means out of]
ex-member
ex-offenders
ex-psychiatric
ex-residents
eyeglasses
eye to eye [see eye to eye]
eye-to-eye [eye-to-eye confrontation]
eyewitness
face to face [face-to-face should be like door-to-door on both, use hyphens when used as a modifier: face-to-face meeting but meeting face to face]
family oriented
farther [refers to physical distance whereas further is an extension in time or degree]
fee-for-service
ferryboat
first-degree [first-degree murder but murder in the first degree]
firsthand
focused
for-profit
follow-up [noun]
follow up [verb]
francophone [do not capitalize]
free of charge
full time job [works full time but full-time job]
fundraiser
fundraising
gender [rather than sex]
geographic [not geographical]
group home
hair care
half-hour
half time [works half time but half-time job, same with part time]
halfway
halfway house
hands-on [hands-on work but prefers to work hands on, same with hands-off, hands off]
health care
helpline
high school
historic [important, stands out in history]
historical [happened in the past]
home-based
home buyer
home care
home help
home page
home sharing
homebound [prefer: people whose ability to leave home is limited. Avoid shut-ins]
homelike
homemade
homemaker service
homemaking
honorarium
honorary
honor
hosteling
hotel style [hotel-style if a modifier]
hotline
household
in-depth [in-depth conversation but talking in depth]
in-home assessment
in-house
in-service
inpatient
inquiry [never enquiry]
interagency
intercity
intergroup
Internet [capitalize]
interschool
interstate
intervenors
intranet
job-ready
job seekers
jump-start [verb]
jump start [noun]
kick off [verb]
kickoff [noun]
know-how [noun]
laid off
laid-off workers
layoff
life skills
lifelong
live-in staff
login
logoff
logon
long distance [go a long distance]
long-distance [long-distance calls]
long range [same rule as above – hyphenate when a compount modifier]
long-term housing
low cost [at a low cost but low-cost housing]
lunchtime
mailroom
meals on wheels
MD
microcomputers
microelectronics
Midwest
more than [rather than over]
multidisciplinary
multi-ethnic
multicultural
multilanguage
multilingual
multiservice
nationwide
Native American
non... [use hyphen if a vowel follows, otherwise treat as one word]
noncustodial
nondenominational
non-emergency
nongovernmental
nonmedical
non-offending
nonperishable
nonprofit
nonresidential
nonsectarian
nonstatus
nonverbal
nonviolent
North American Native
northeast
northwest [unless “the Northwest”]
odd jobs
off peak [hyphenate if a compound modifier]
off-site facilities [but: facilities off site]
offset
offshore
on hand
on premises
on-site facilities [but: facilities on site]
on-the-job-training
one bedroom [house has one bedroom but one-bedroom house]
one-on-one
one-time
one-to-one
ongoing
online
onsite
orthopedic
orthotic
out of town [going out of town but out-of-town newspaper]
outpatient
overall
overeaters
override
pain relieving drugs
paperwork
parent-teacher associations
part time [works part time]
part-time job
pediatric
people
percent
persons [people preferred for all plural uses; use person when referring to a specific individual]
physiotherapy [never physio]
postcoronary
postgraduate
postnatal
postoperation
postpartum
postsecondary
postwar
preadmission
prebook
precare
precondition
pre-employment
premarital
premarriage
prenatal
preoperative
preplanning
prerelease
preretirement
preschool
preteen
pretrial
preventive
prevocational
private home
pro-business
pro-labor
pro-life
pro-war
programming
provide services for [rather than provide services to]
psychogeriatric
psychosocial
reapply
recognize
recur
recurring
redevelopment
re-entering
re-establishment
reintegration
relocate
resume [not resumé or résumé]
retraining
right-to-life
right-to-work
RSVP
school-age children
school-based
self care
self contained
self-defense
self-government
self help group [use mutual support group]
self improvement
self managed
self referral
seniors [older adults]
sexual assault [not rape]
set up [verb]
setup [noun]
sexually transmitted diseases
short-range
short-term
shut-ins [try to avoid... alternative: people whose ability to leave home is limited]
shut off [verb]
shut-off notice [compound modifier]
sick room
sign interpreters
sign up [verb]
sign-up sheet
sizable [not sizeable]
skill training
65 years and older [not and up or and over or and above]; also age 18 and younger [not and under or and below]
Social Security
social service agencies
software
sole support
southeast
southwest [unless “the Southwest”]
spinal cord injury
spring [never capitalize]
staff are [not staff is]
stand out [verb]
standout [noun]
start-up
stepbrother
stepfather
stepmother
stepparent
subcommittee
suboffice
summer
12-step
tax-exempt
toll free line [call toll free but toll-free line]
toward [not towards]
tradesperson
trans-positive
24-hour emergency service
underemployed
unemployed
United States
Vice President
voicemail
videotapes
volunteer-based
walk in to register
walk-in medical clinic
Website
well-being
weekdays
weekend
wheelchair accessible
wheel-in shower
widespread
workplace
workplan
work-related organizations
workshop
worksite
World Wide Web
worldwide
x-ray
year-round activities [but: operates year round]
ZIP code [capitalize ZIP, lowercase code; ZIP stands for Zone Improvement Program]
Other points:
Gender-Neutral (Non-Sexist) Language
Eliminate use of “man”, (for example, man-made disaster, mankind: use disaster of human origin, humanity, people, human beings)
Occupations: firefighters, not firemen; flight attendants, not stewardesses; police officers, not policemen and police women, chair, chairperson or presiding officer, not chairman.
Pronouns: 1) Recast sentences in the plural: help people meet their needs, not help the individual meet his or her needs. 2) Reword sentences to eliminate gender reference altogether: the average person is worried about income, not the average person is worried about his income. 3) Indefinite pronouns: According to the Purdue University Online Writing Lab, “In all but strictly formal uses, plural pronouns have become acceptable substitutes for the masculine singular.” Example: “Anyone who wants to go to the game should bring their money”, not “Anyone who wants to go to the game should bring his money”.
Another good one:
Although “girls” is appropriate for adolescent and younger females, “women” should be used when referring to adults.
Respectful Language
Avoid language about people with disabilities that is demeaning, (for example, afflicted, crippled, invalid, suffering from).
People with disabilities, not handicapped people, disabled people or the disabled
People who are homeless, not homeless people or the homeless
People who are blind, people who are deaf, not deaf people, blind people, the deaf, the blind
People who have epilepsy, not epileptics; people with dyslexia, not learning disabled
Uses a wheelchair, not wheelchair-bound
Accessible bathroom stall, accessible parking space, not handicapped bathroom stall, disabled bathroom stall, handicapped parking space, disabled parking space
Most disabilities are not a disease. Do not call a person with a disability a "patient" unless referring to a hospital setting. In an occupational and physical therapy context, "client" is preferred. Source for a couple of these:
Some diseases, by legal definition, are considered disabilities. Victimization imagery ("AIDS victims") or defining the person by the disease ("she is a diabetic") is still inappropriate. Use "person with diabetes" or "people living with AIDS."
"Blind" refers to total loss of eyesight; "low vision" or "visual disability" is more accurate for people who have some degree of sight. Avoid "non-sighted."
For people with speech disabilities, avoid "mute," "dumb," or "speech impediment."
Avoid "deformed," "deformity" and "birth defect." A person may be "born without arms" or "has a congenital disability," but is probably not defective.
Down syndrome is a chromosomal condition that causes developmental disability. Use "person with Down syndrome." Avoid "mongol" or "mongoloid."
Mental disabilities include cognitive, psychiatric and learning disabilities and physical head trauma. Avoid "mentally retarded," "insane," "slow learner," "learning disabled" and "brain damaged."
Cerebral palsy is a disability resulting from damage to the brain during birth that causes muscle incoordination. Avoid "palsied" and "spastic."
A seizure is an episode caused by a sudden disturbance in the brain. If seizures are recurrent, it is called a seizure disorder. Use "person with epilepsy" or "child with a seizure disorder." Avoid "epileptic," either as a noun or adjective.
Avoid "dwarf" or "midget." Some groups prefer "little people," but it's best to use "person of short stature."
Quadriplegia is a substantial loss of function in all four extremities. Paraplegia is a substantial loss of function in the lower part of the body. Use "man with paraplegia" or "she has quadriplegia." Avoid "paraplegic" or "quadriplegic" as either a noun or adjective.
Use non-disabled rather than normal for people who do not have a disability.
African American, not Black
Native American, not Indian or American Indian
The term Asian American is preferable to Asian. Asians are Asian nationals; Asian
Americans are Americans of Asian descent who possess their own distinct cultures in this country.
Sexual orientation, not sexual preference
Transgender, rather than transsexual
Numerals
Use figures rather than words when the number refers to a date, the time of day, an age, a percentage or money.
Use figures when there is a range of numbers (for example, people age 8 to 15).
In all other cases, spell out numbers one through nine and use figures for 10 and above.
Never begin a sentence with a figure unless it is a year.
Hyphenate the adjectival form (for example, the 10-year old boy; it was a five-day trip).
In a series, follow the above rules: They had 10 dogs, six cats and 97 hamsters; They had four four-room houses, 10 three-room houses and 12 10-room houses.
When using the ordinal form of the number, spell out first through ninth and use figures starting with 10th (for example, "first", "third", "11th", "20th")
Punctuation
In a series, use commas to separate words in the series except for the "and" which falls before the last word in the series unless it is extremely confusing: "the agency provides X, X, X and X”.
The use of a comma before “and” should be used only is one of the last two items includes a conjunction (for example, “Apples, oranges and pears” but “cheese, meat, and fruits and vegetables”).
Watch your compound sentence punctuation and wording. Use "and" or the appropriate equivalent word and a comma or semi-colon between the two parts of the compound sentence when the first part of the sentence contains several elements that are connected with "and" or an equivalent. Examples: "The program provides food and shelter, and assists people who need health referrals." OR "The program provides food, shelter and clothing; and assists people who need health, family planning and employment referrals." NOT "The program provides food, shelter and assists people who need health referrals."
Hyphenation Rule: generally speaking, hyphenate two words when two words are used as one and the compound word is an adjective.
(Initially adapted with permission from Findhelp Information Services, further edited by Georgia Sales, 211 LA County)
Appendix B: Preferred Language Spellings
The following list of languages is intended as a helpful guide and does not pretend to be a definitive resource. Particularly with regard to some of the languages that are less spoken in North America, there are often alternative spellings and dialect issues that cannot be resolved here. The references below were checked through the Encarta Encyclopedia in December 2006 and was used when further research and other viewpoints were required. We encourage you to verify other languages through Encarta or . Please alert us to languages that should be added to this list.
Adangme (spoken in west Africa)
Adaptive American Sign Language (used by people who are deaf-blind)
Afar (official literary language in Ethiopia, close to but distinct from Saho)
Afghan see Pashto
Afrikaans
Akan (spoken in west Africa)
Albanian
American Sign Language see also Signed English
Amharic (spoken in Ethiopia)
Arabic
Armenian
Assamese (spoken in India)
Assyrian (related to Aramaic, spoken by Christians in Iran, Iraq, Syria, Turkey)
Awngi (spoken in Ethiopia)
Azerbaijani (spoken in northern Iran and Azerbaijan; the people are known as Azeris)
Azeri see Azerbaijani
Bahasa see Indonesian
Bajuni see Swahili
Baluchi (variant spelling: Balochi)
Bambara (spoken in west Africa)
Bana (spoken in Cameroon)
Bangla see Bengali
Bari (spoken in Sudan)
Belarusian
Bemba (spoken in Zambia)
Bengali (spoken in Bangladesh and India)
Bini see Edo
Bliss Symbols
Bosnian
Braille
Brava see Swahili (Brava)
Bulgarian
Burmese
Cajun French
Cambodian see Khmer
Cantonese see Chinese (Cantonese)
Caribbean dialects see French Creole, Spanish Creole, West Indian dialects
Cebuano (spoken in the Philippines)
Cheyanne (North American Aboriginal)
Chaldean see Assyrian
Cham (spoken in Vietnam and Cambodia)
Chamorro (spoken in Guam and Northern Mariana Islands)
Chinese (put dialects in brackets; written Chinese is just “Chinese” – dialects are orally distinct)
Cantonese
Hakka (also known as Kan-Hakka)
Mandarin (official spoken language of People’s Republic of China)
Mien (spoken in China and Vietnam)
Shanghainese
Taishan (variant spellings: Toisan, Toishan, Toishanese)
Taiwanese
Wu
Choctaw (North American Aboriginal)
Chipeywan (North American Aboriginal)
Cree (North American Aboriginal)
Creole see French Creole, Krio, Spanish Creole, West Indian dialects
Creole Arabic see Juba Arabic
Croatian (same language as Serbian, but written in Roman alphabet)
Czech
Czechoslovakian see Czech, Slovak
Danish
Dari (a distinct dialect of Farsi spoken in Afghanistan)
Dinka (spoken in Sudan)
Dogrib (North American Aboriginal)
Dutch
Edo (spoken in Nigeria)
Efik (spoken in Nigeria)
Egyptian Arabic see Arabic
English
Eritrean see Tigre or Tigrinya
Esperanto
Estonian
Ethiopian languages see Afar, Amharic, Harari, Nuer
Ewe (spoken in west Africa)
Facilitated Communication
Fanti (spoken in Ghana; dialect of Akan)
Farsi (spoken in Iran)
Fijian
Filipino (spoken in the Philippines; incorporates dialects including Tagalog)
Finger Spelling (used by deaf-blind people)
Finnish
Flemish see Dutch
French
French Creole
French Sign Language
Friulian (spoken in Italy)
Fujian see Chinese (Fujian)
Fukien see Chinese (Fujian)
Ga (spoken in west Africa)
Gaelic (use for Gaelic Scots; for Irish Gaelic use Irish)
Galla see Oromo
Ganda (spoken in Tanzania and Uganda)
Georgian (spoken in Georgia)
German
Gikuyu (spoken in east Africa)
Greek
Gujarati (spoken in India; variant spelling is Gujurati)
Gwich’in (North American Aboriginal)
Hakka see Chinese (Hakka)
Hand over Hand Sign Language (used by deaf-blind people)
Harari (spoken in Ethiopia)
Hausa (spoken in west Africa)
Hawaiian
Hebrew
Herero (spoken in southern Africa)
Hindi (spoken in India)
Hindko (spoken in Pakistan)
Hokkien see Chinese (Fujian)
Hottentot see Nama
Hmong
Hungarian
Ibo (spoken in west Africa)
Icelandic
Igbo see Ibo
Ilocano (spoken in the Philippines)
Indonesian (national language of Indonesia)
Innu (North American Aboriginal)
Inuinnaqtun (Inuit language)
Inuit see Inuktitut
Inuktitut (Inuit language)
Inupiak see Inuktitut
Inuvialuktun (Inuit language)
Iranian see Farsi, Kurdish, Pashto
Iraqi Arabic see Arabic
Irish (use for Gaelic Irish)
Isoko (spoken in Nigeria)
Italian
Japanese
Jewish – do not use, see Hebrew, Yiddish
Juba Arabic (spoken in Sudan)
Kachchi (South Asian language)
Kanarese see Kannada
Kannada (spoken in India)
Kapampangan (spoken in the Philippines)
Kashmiri (spoken in India and Pakistan)
Kerala see Malayalam
Khmer (spoken in Vietnam, Cambodia)
Khmu (spoken in Laos)
Kikuyu see Gikuyu
Kinyarwanda (spoken in Zaire and Rwanda)
Kirundi see Rundi
Kiswahili see Swahili
Konkani (spoken in India)
Korean
Kmhmu see Khmu
Krio (spoken in Sierra Leone)
Kurdish (spoken in parts of Iran, Iraq, Turkey, Afghanistan, Russia, Syria)
Kutchi see Kachchi
Ladino (spoken in Israel)
Lao see Laotian
Laotian
Latvian
Lebanese Arabic see Arabic
Lenje (spoken in Zambia)
Lingala (spoken in central Africa)
Lithuanian
Luba-Kasai (spoken in central Africa)
Luba-Shaba (spoken in central Africa)
Luganda see Ganda
Luo (spoken in Kenya)
Maay see Somali (May May)
Macedonian
Malay (spoken in Malaysia, Thailand, Singapore)
Malayalam (spoken in India)
Maltese
Mandarin see Chinese (Mandarin)
Mandingo (spoken in Gambia, Guinea, Liberia, Senegal)
Mandinka see Mandingo
Maninka see Mandingo
Manya see Mandingo
Marathi (spoken in India)
Matabele see Ndebele
May-May (a dialect of Somali) see Somali (May May)
Mende (spoken in Liberia and Sierra Leone)
Micmac see Mi’kmaq
Mi’kmaq (North American Aboriginal)
Min see Chinese (Fujian)
Mohawk (North American Aboriginal)
Mong see Hmong
Mongolian
Navajo (North American Aboriginal)
Ndebele (spoken in southern Africa; dialect of Zulu)
Neo-Syriac see Assyrian
Nepalese see Nepali
Nepali (spoken in Bhutan, India, Nepal)
Nigerian languages see Hausa, Ibo, Yoruba
North Slavey (North American Aboriginal)
Norwegian
Nuer (spoken in Sudan and Ethiopia)
Odawa (North American Aboriginal)
Oji-Cree (North American Aboriginal)
Ojibway (North American Aboriginal – also known as Ojibwe, Ojibwa)
Oneida (North American Aboriginal)
Oriya (spoken in India)
Oromiffa see Oromo
Oromo (spoken in Ethiopia and Kenya; formerly called Galla)
Oromonia see Oromo
Orya see Oriya
Ouolof see Wolof
Pampangan see Kapampangan
Pangasinan (spoken in the Philippines)
Panjabi see Punjabi
Pashto (official language of Afghanistan)
Pashtu see Pashto
Pasthun see Pashto
Patois see West Indian dialects
Persian see Farsi
Picture Boards
Pilipino see Filipino
Polish
Portuguese
Portuguese Creole
Powhatan (North American Aboriginal)
Punjabi (spoken in Pakistan and India)
Pushto see Pashto
Quechua (spoken in South America)
Quiché (spoken in Guatemala, main Mayan language)
Romani (language of the Roma)
Romanian (variant spelling: Rumanian)
Romansch (one of Switzerland’s four official languages)
Romany see Romani
Ruanda see Kinyarwanda
Rundi (national language of Burundi)
Russian
Saho (spoken in Eritrea, close to but distinct from Afar)
Samoan
Serbian (same as Croatian, but written in Cyrillic alphabet)
Serbo-Croatian see Croatian, Serbian
Setswana see Tswana
Shona (spoken in Africa; in Bantu family)
Sign Language see American Sign Language, French Sign Language
Signed English (used by deaf students in the Canadian education system)
Sindhi (spoken in Pakistan and India)
Sinhala (spoken in Singapore and Sri Lanka)
Sinhalese see Sinhala
Slovak
Slovene see Slovenian
Slovenian
Somali
Somali (May May)
Sotho (spoken in southern Africa)
South Pacific Pidgin see Tok Pisin
South Slavey (North American Aboriginal)
Spanish
Spanish Creole
Sri Lankan see Sinhala, Tamil
Swahili (spoken in east Africa)
Swahili (Brava)
Swedish
Tactile Signage (used by deaf-blind people)
Tagalog see Filipino
Tai Shan see Chinese (Taishan)
Taiwanese see Chinese (Taiwanese)
Tamil (spoken in India and Sri Lanka)
Telugu (spoken in India)
Temne (spoken in Sierra Leone, Africa)
Thai
Tibetan
Tien-chow see Chinese (Tieuchow)
Tieuchow see Chinese (Tieuchow)
Tigre (spoken in Eritrea, distinct from Tigrinya)
Tigrigna see Tigrinya
Tigrinya (official language of Eritrea, distinct from Tigre – also known as Tigrigna, Tigrinia)
Tlicho see Gwich’in
Toisan see Chinese (Taishan)
Tok Pisin (also known as South Pacific Pidgin; official language of Papua New Guinea)
Tongan
Touch-Hand Language (used by deaf-blind people)
Tswana (spoken in southern Africa)
Tulu (spoken in India)
Turkish
Twi (spoken in Africa; dialect of Akan)
Two-Hand Manual
Ukrainian
Urdu (official language of Pakistan; also spoken in India)
Urhobo (spoken in west Africa)
Vietnamese
Welsh
West Indian dialects see also French Creole, Spanish Creole (use for English dialects)
Wolof (spoken in Senegal)
Wu see Chinese (Wu)
Xhosa (spoken in southern Africa)
Yiddish
Yoruba (spoken in west Africa)
Yugoslavian see Bosnian, Croatian, Macedonian, Serbian, Slovenian
Zulu (spoken in southern Africa)
Appendix C: Official Post Office Abbreviations
States and Territories
AK Alaska
AL Alabama
AR Arkansas
AS American Samoa
AZ Arizona
CA California
CO Colorado
CT Connecticut
DC District of Columbia
DE Delaware
FL Florida
FM Federated States of Micronesia
GA Georgia
GU Guam
HI Hawaii
IA Iowa
ID Idaho
IL Illinois
IN Indiana
KS Kansas
KY Kentucky
LA Louisiana
MA Massachusetts
MD Maryland
ME Maine
MH Marshall Islands
MI Michigan
MN Minnesota
MO Missouri
MP Northern Mariana Islands
MS Mississippi
MT Montana
NC North Carolina
ND North Dakota
NE Nebraska
NH New Hampshire
NJ New Jersey
NM New Mexico
NV Nevada
NY New York
OH Ohio
OK Oklahoma
OR Oregon
PA Pennsylvania
PR Puerto Rico
PW Palau
RI Rhode Island
SC South Carolina
SD South Dakota
TN Tennessee
TX Texas
UT Utah
VA Virginia
VI United States Virgin Islands
VT Vermont
WA Washington
WI Wisconsin
WV West Virginia
WY Wyoming
Canadian Provinces and Territories
AB Alberta
BC British Columbia
MB Manitoba
NB New Brunswick
NL Newfoundland and Labrador
NS Nova Scotia
NT Northwest Territories
NU Nunavut
ON Ontario
PE Prince Edward Island
QC Quebec
SK Saskatchewan
YT Yukon
|Primary |United States Postal |
|Street Suffix |Service |
|Name |Standard Suffix |
| |Abbreviation |
|A | |
|ALLEY |ALY |
|ANNEX |ANX |
|ARCADE |ARC |
|AVENUE |AVE |
|BAYOO |BYU |
|BEACH |BCH |
|BEND |BND |
|BLUFF |BLF |
|BLUFFS |BLFS |
|BOTTOM |BTM |
|BOULEVARD |BLVD |
|BRANCH |BR |
|BRIDGE |BRG |
|BROOK |BRK |
|BROOKS |BRKS |
|BYPASS |BYP |
|CAMP |CP |
|CANYON |CYN |
|CAPE |CPE |
|CAUSEWAY |CSWY |
|CENTER |CTR |
|CENTERS |CTRS |
|CIRCLE |CIR |
|CIRCLES |CIRS |
|CLIFF |CLF |
|CLIFFS |CLFS |
|CLUB |CLB |
|COMMON |CMN |
|CORNER |COR |
|CORNERS |CORS |
|COURSE |CRSE |
|COURT |CT |
|COURTS |CTS |
|COVE |CV |
|COVES |CVS |
|CREEK |CRK |
|CRESCENT |CRES |
|CREST |CRST |
|CROSSING |XING |
|CROSSROAD |XRD |
|CURVE |CURV |
|DALE |DL |
|DAM |DM |
|DIVIDE |DV |
|DRIVE |DR |
|DRIVES |DRS |
|ESTATE |EST |
|ESTATES |ESTS |
|EXPRESSWAY |EXPY |
|FALL |FALL |
|FALLS |FLS |
|FERRY |FRY |
|FIELD |FLD |
|FIELDS |FLDS |
|FLAT |FLT |
|FLATS |FLTS |
|FORD |FRD |
|FORDS |FRDS |
|FOREST |FRST |
|FORGE |FRG |
|FORGES |FRGS |
|FORK |FRK |
|FORKS |FRKS |
|FORT |FT |
|FREEWAY |FWY |
|GARDEN |GDN |
|GARDENS |GDNS |
|GATEWAY |GTWY |
|GLEN |GLN |
|GLENS |GLNS |
|GREEN |GRN |
|GREENS |GRNS |
|GROVE |GRV |
|GROVES |GRVS |
|HARBOR |HBR |
|HARBORS |HBRS |
|HAVEN |HVN |
|HEIGHTS |HTS |
|HIGHWAY |HWY |
|HILL |HL |
|HILLS |HLS |
|HOLLOW |HOLW |
|INLET |INLT |
|ISLAND |IS |
|ISLANDS |ISS |
|ISLE |ISLE |
|JUNCTION |JCT |
|JUNCTIONS |JCTS |
|KEY |KY |
|KEYS |KYS |
|KNOLL |KNL |
|KNOLLS |KNLS |
|LAKE |LK |
|LAKES |LKS |
|LAND |LAND |
|LANDING |LNDG |
|LANE |LN |
|LIGHT |LGT |
|LIGHTS |LGTS |
|LOAF |LF |
|LOCK |LCK |
|LOCKS |LCKS |
|LODGE |LDG |
|LOOP |LOOP |
|MALL |MALL |
|MANOR |MNR |
|MANORS |MNRS |
|MEADOW |MDW |
|MEWS |MEWS |
|MILL |ML |
|MILLS |MLS |
|MISSION |MSN |
|MOTORWAY |MTWY |
|MOUNT |MT |
|MOUNTAIN |MTN |
|MOUNTAINS |MTNS |
|NECK |NCK |
|ORCHARD |ORCH |
|OVAL |OVAL |
|OVERPASS |OPAS |
|PARK |PARK |
|PARKWAY |PKWY |
|PARKWAYS |PKWY |
|PASS |PASS |
|PASSAGE |PSGE |
|PATH |PATH |
|PIKE |PIKE |
|PINE |PNE |
|PINES |PNES |
|PLACE |PL |
|PLAIN |PLN |
|PLAINS |PLNS |
|PLAZA |PLZ |
|POINT |PT |
|POINTS |PTS |
|PORT |PRT |
|PORTS |PRTS |
|PRAIRIE |PR |
|RAMP |RAMP |
|RANCH |RNCH |
|RAPID |RPD |
|RAPIDS |RPDS |
|REST |RST |
|RIDGE |RDG |
|RIDGES |RDGS |
|RIVER |RIV |
|ROAD |RD |
|ROADS |RDS |
|ROUTE |RTE |
|ROW |ROW |
|RUE |RUE |
|RUN |RUN |
|SHOAL |SHL |
|SHOALS |SHLS |
|SHORE |SHR |
|SHORES |SHRS |
|SKYWAY |SKWY |
|SPRING |SPG |
|SPRINGS |SPGS |
|SPUR |SPUR |
|SPURS |SPUR |
|SQUARE |SQ |
|SQUARES |SQS |
|STATION |STA |
|STREAM |STRM |
|STREET |ST |
|STREETS |STS |
|SUMMIT |SMT |
|TERRACE |TER |
|THROUGHWAY |TRWY |
|TRAFFICWAY |TRFY |
|TRAIL |TRL |
|TUNNEL |TUNL |
|TURNPIKE |TPKE |
|UNDERPASS |UPAS |
|UNION |UN |
|UNIONS |UNS |
|VALLEY |VLY |
|VALLEYS |VLYS |
|VIADUCT |VIA |
|VIEW |VW |
|VILLAGE |VLG |
|VILLAGES |VLGS |
|VILLE |VL |
|VISTA |VIS |
|WALK |WALK |
|WALKS |WALK |
|WALL |WALL |
|WAY |WAY |
|WAYS |WAYS |
|WELL |WL |
|WELLS |WLS |
|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 |
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