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How to Complete the SPAPERS Form

Effective Date Apr 1, 2009

How to Complete the SPAPERS Form
(General Person Information)

Gender Code

All employees MUST be classified as male or female.
'N' is not an allowed entry in Banner for an employee.
The use of 'N' must be minimized in student records as well; additional research must be made to determine gender code.

M -MALE
A male person, man or boy

F - FEMALE
A female person, woman or girl

N - NOT AVAILABLE
Use N when the information is not available if the gender cannot be determined by the name (i.e., Chris, Pat, Terry, etc.)

SSN and ID

Search First...
Before you create a new record for a person or organization, you must conduct a thorough ID and name search to make sure that the person or organization has not been previously entered into the BANNER database. Please refer to the Search and Inquiry Techniques. It is essential that all users conduct a thorough search to prevent duplicate records in the database.
There are two fields in Banner that can contain Identification Numbers:

ID Field - Must be populated with SSN or ITIN. If SSN or ITIN unavailable, populate with a Banner 9XXXXXXXX generated ID.
SS Field - Can only contain a valid SSN or ITIN. If no valid SSN or ITIN, this field should be left blank. Banner generated 9XXXXXXXX numbers are not permitted in this field
Identification Numbers (ID Field):
For all Persons and Non-persons, all identification numbers consists of a unique nine-digit number. Note: Do Not Enter Dashes or symbols.

Non-international Students and Staff: Social security number will be used as ID number for all Florida Tech students and staff. If a student refuses to use their Social Security number as identification, contact the Registrar's Office.

International Students: Must be populated with ITIN. If an international student does not have an ITIN, the admissions office will assign system generated numbers for international students in the form 900XXXXXX in the ID Field.

Vendors: The FIN (Federal Identification Number) will be used. If no FIN number exists, the proprietor's Social Security Number will be used.

Example:

522864356
900103481 (previously @00103481)
990002389 (previously XX0002389)

99 numbers are no longer issued but are maintained for historical purposes. All XX and @ numbers have been converted to 99 and 9, but the XX and @ numbers are maintained only for historical purposes.


Date of Birth

The Date of Birth is required for employees
use the this format
DD-MON-YYYY
November 20, 1970 should be entered as 20-NOV-1970

Note: When a date is required, but none is available, Human Resources uses the holder code date 1900 to allow processing an employee. Periodically, records containing this date will be identified and corrected.


Citizen Type

Citizen type is required for all students and employees
Please enter the correct code.

According to IPEDS instructions: "Resident aliens and other eligible (for financial aid purposes) non-citizens, who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien resident card [Form I-551 or I-I51], a Temporary Resident Card [Form I-688], or an Arrival-Departure Record [Form I-94] with a notation that conveys legal immigrant status, such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban Haitian) are to be reported in the appropriate racial/ethnic categories along with United States citizens." (provided by Institutional Research)

N - Non-citizen
Nonresident alien - a person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.

P - Permanent Resident
Resident alien - a person who is not a citizen or national of the United States and who has been lawfully admitted for permanent residence. Must be proven with a copy of a green card.

Y - Citizen
Member of the United States, owing service to it, and having attendant political rights.


Ethnic Code

Ethnic Code is required for all students and employees.
This field must be populated with the correct code.

If correct ethnicity is unknown, use one of the following:
06 - American Unspecified (an I-20 can not be requested if 06 option is used)
96 - International Unspecified

Otherwise, select from the list below:

Code Description Explanation

01 African American An American person having origins in any of the black racial groups of Africa (except those of Hispanic origin).
02 Hispanic American An American person of Mexican, Puerto Rican, Cuban, Central, or South American, or other Spanish culture or origin, regardless of race.
03 Asian American - Pacific Islander An American person having origins in any of the original peoples of the Far East, Southeast, Asia, the Indian Subcontinent or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, Samoa, India, and Vietnam.
04 Native American or Alaskan An American person having origins in any of the original peoples of North American or who maintain cultural identification through tribal affiliation or community recognition.
05 American White An American person having origin in any of the original peoples of Europe, North Africa, or the Middle East (except those of Hispanic origin).
06 American Unspecified This category is used ONLY if the American student did not select a racial/ethnic designation, and the institution finds it impossible to place the student in one of the aforementioned racial/ethnic categories during established enrollment procedures or in any post enrollment identification or verification process.
91 African International An international person having origins in any of the black racial groups of Africa (except those of Hispanic origin).
92 Hispanic International An international person of Mexican, Puerto Rican, Cuban, Central, or South American, or other Spanish culture or origin, regardless of race.
93 Asian International An international person having origins in any of the original peoples of the Far East, Southeast, Asia, the Indian Subcontinent or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, Samoa, India, and Vietnam.
94 Native American International An international person having origins in any of the original peoples of North America or who maintain cultural identification through tribal affiliation or community recognition.
95 White International An international person having origin in any of the original peoples of Europe, North Africa, or the Middle East (except those of Hispanic origin).
96 International Unspecified An international person with no race/ethnic designation. All international students are originally inputted as International Unspecified. Human Resources, is the only department that uses race designations for international persons, therefore they then code as a 91,92,93,94, or 95.


Marital Code

Human Resources will collect and maintain this information for benefit purposes.
Code Description Explanation
D - Divorced Once married but now legally divorced
M - Married Legally married
P - Separated Legally married but living apart
S - Single Never legally married
W - Widowed Legally married and spouse is deceased
N - Not Given Information not available

Religion Code

Religion code is an optional field for students. Religion code is used by Financial Aid for purposes of granting denominational aid. Religion code will not be collected or maintained for employees. The Office of Human Resources will remove this data when a student becomes an employee.

For Students Only. If information is volunteered enter the correct code:

01 - Buddhist
02 - Catholic
03 - Jewish
04 - Muslim
05 - Protestant
06 - No Preference
07 - Other
08 - Methodist
09 - Jehovah
10 - Presbyterian
11 - Baptist
12 - Hindu
13 - Christian Scientist
14 - Latter Day Saints
15 - Pentecostal
16 - Lutheran
17 - Episcopal
18 - Greek Orthodox
19 - Seven Day Adventist
20 - Not Given
21 - Islam
22 - Christian
23 - Anglican
24 - Congregationalist
25 - Zoroastrianism
26 - Covenant
27 - Agnostic
28 - Mormon
29 - Assembly of God
30 - Church of God
31 - Church of Christ
32 - Eastern Orthodox
33 - Dutch Reformed
34 - Full Gospel
35 - African Methodist Episcopal
36 - Messianic Jew
37 - Nazarene
38 - Non Denominational
39 - Evangelical
40 - Unitarian Universalist
41 - Disciples of Christ
42 - Russian Orthodox
43 - Brethren
44 - Mennonite
45 - Apostolic
46 - Church of England
47 - Orthodox
48 - Jain
49 - Moravian


Legacy Code

This field is optional.

A Legacy Code identifies a relative or friend with whom Florida Tech had or has a relationship. For example, if your mother is an alumnus of the university, your legacy would be mother. This information can be entered if it is available.

A - Aunt
B - Brother
C - Cousin
D - Child
E - Spouse
F - Father
G - Grandparent
H - In Laws
I - Brother and Sister
J - Mother and Brother
K - Aunt and Uncle
M - Mother
O - Other
P - Parents
S - Sister
U - Uncle
Y - Father and Sister
Z - Step-parent


Confidential Information Indicator

If a person does not want their address and telephone number information released to the public:
The student must complete the Request to Prevent Disclosure of Directory Information form.
(Form is available at the Registrar's Office)
The Confidential Information Indicator field will then be entered as 'Y'.

Note: The Request to Prevent Disclosure of Directory Information form is mailed out by the Registrars Office each summer to New Freshmen that are block registered for the Fall term.

Veteran Era and File Number

This information is collected and maintained for students by the Veterans Affairs Office
(located in the Registrars Office).

Enter the Veteran's Vietnam Service Era:
P - pre-Vietnam
D - during Vietnam Era
X - post Vietnam

Enter the Veteran File Number:
Use the Veteran's Social Security Number if no Veteran File Number is available.

Deceased Information

This information will be entered for only students and applicants if information is available.

There should never be a deceased code entered for an employee or former employee
because it causes numerous problems.

Proof of death (copy of obituary or death certificate) with exact date of death must be provided in order to use this indicator (see note below).

Enter "Y" if applicant/student is deceased and documentation is provided.
Enter the exact date of death.

Do not use this indicator if documentation is not provided. Instead, inactivate the appropriate mailing addresses to stop any mail flow.

Important Note: Do NOT change this indicator for active students until all active records are cleared. No information can be obtained when records are marked deceased, i.e. no checks can be cut, etc.


Driver's License Information

Human Resources will maintain driver's license information only if required for the position.

Prefix Standards

This field is optional.
It should not be used unless specifically requested by the student.

All information should be entered using title-case format (uppercase/lowercase letters).

Never use all uppercase or all lowercase letters.

Use standard capitalization rules.

Punctuation is used in suffixes.


Suffix Standards

This field is optional.
It should not be used unless specifically requested by the student.

The most common suffixes include: Jr., Sr., II, III
All information should be entered using title-case format (uppercase/lowercase letters).

Never use all uppercase or all lowercase letters.

Use standard capitalization rules.

Punctuation is used in suffixes.

Preferred First Name

Do not use this field.

Legal Name

Do not use this field.