Data Format Recommendations

To ensure consistent information, data should be entered in a standard way. SunGard Higher Education recommends the following standards: 

Identification (ID) Numbers

Persons Enter an identification number of your choice, or use the identification number generated by the system on any Identification Form (xxxIDEN).
Non-persons Use the system-generated identification number.


Upper/lower case Use conventional upper- and lower-case letters.
Last names

Do not enter spaces within prefixed last names.

Examples:              MacArthur,, O’Connor, VanHusen, deBolt, DuShen

Do not enter spaces within hyphenated last names.

Examples:              Smith-Jones, Cochram-Ashley

First initials with middle names

Enter a period and one space between the first initial and middle name.

Example:                R. Maureen Smith


Use a period after a prefix or suffix, where applicable.

Examples:              Miss, Mrs., Mr., Rev., Jr., II


Pound sign A pound sign (#) in addresses may affect letter processing for those who are using the Banner Letter Generation module. The pound sign is a formatting command.
County Use the county codes defined on the County Code Validation Form (STVCNTY).
State and province Use the codes defined on the State/Province Code Validation Form (STVSTAT).
ZIP/postal code Use the standard format for the country in the address. Use the codes defined on the ZIP/Postal Code Validation Form (GTVZIPC).
Nation Enter a nation code only if you want to include the nation when the address is printed. Use the codes defined on the Nation Code Validation Form (STVNATN).

Letter Generation

Paragraph Letter Generation uses the pound sign (#) and period (.) to set the output mode back to normal. If you want a # or period to be text in your output, then precede it with a backslash.



A setting on the Installation Control Form (GUAINST) controls how you enter dates:

If this format is selected: Enter February 5, 2002 like this:
MDY Month, Day, Year 02/05/02, 02-05-02, or 020502
DMY Day, Month, Year 05/02/02, 05-02-02, or 050202
YMD Year, Month, Day 02/02/05, 02-02-05, or 020205

Banner determines which parts of a date entry are the month, day, and year, and automatically converts and stores the date in the DD-MON-YYYY format. Year numbers 00 through 49 are converted to 2000 through 2049. Year numbers 50 and above default to 1950 through 1999. You can override the century default.

Follow these general recommendations when you enter dates:

  • Always enter two digits for the day and month. For example, enter 01 for January, not 1.
  • If you enter only part of the date, the rest of the current date is the default.
  • You can enter a date without separators (no spaces), or you can use a dash (-) or slash (/) as separators.

Dates in Job Submission

Use the DD-MON-YYYY or DD-MON-YY format to enter date parameters for reports and processes run with the Process Submission Control Form (GJAPCTL).

Dates in Reports and Process Output

Some, but not all, reports include the century with the year in their output.

Dates in Query Mode

Specify all four digits for a year when you query on a date field. For example, enter 26-JUN-2002, not 26-JUN-02. If you omit the century, zeros are entered for the century. In this example, if you enter 26-JUN-02, Banner expands the date to 26-JUNE-0002, not 26-JUN-2002.