Names and Addresses in Bio/Demo Data
Names are a critical element in all areas of the system (search/match, campus community, etc.)
Name is particularly important in the search/match process, especially when none of the ID numbers of a person are known. The system searches on name in the initial entry phase and indicates when possible duplicates are present.
Primary: HR/AcadHR legal name, which must match that as recorded by the Social Security Administration. This name type will also be used on the official student record.
Preferred: The name a person might use for non-official purposes (IU address book) and on certain documents (communications, transcripts etc.).
Degree: Used if a request is made for a name other than Primary to appear on a diploma.
Name and Data Entry Conventions
- Name data is case sensitive. Use upper/lower case to enter names.
- In general names should be entered exactly as provided by the individual.
- However, initials whether for first name or middle name, should not be followed by a period – example: P Joseph Klein, Joseph P Klein
- Include hyphens and apostrophes – example: Chen-Bo Nguyen
- Last names with prefixes should be entered as they appear – example: JoAnne McDonald, Janet Lynn MacArthur, Michael St James etc.
Single Word Names
Single Word Names must be entered in the format of: Enter the first name as: “FNU”, then enter name given as the last name.
Name Changes and Updates
While changes to preferred name may be completed by the employee in the Employee Center, any change/correction to Primary name type (legal) must be submitted to the central HR Office and accompanied by legal documentation for verification. When there is a name change submission, the employee will be instructed that the name type Primary must also match the employee’s name that is on file with the Social Security Administration.
The initiator must complete the Maintain Person eDoc.
United States Postal Service (USPS) address conventions should be followed.
When the USPS does not have a specific address convention that is needed (in order to provide consistency), contact the HRMS Support Center and they will recommend specific conventions.
The following is a list of helpful address information/tips:
- The USPS defines the components of the delivery address line as primary number; do not use punctuation of any kind for addresses (the USPS says that punctuation may be omitted with the exception of the hyphen in the ZIP+4 code).
- Do not use periods in any address or city fields.
- Do not spell out a numeric value, such as fourth. (Example, Fourth St would become 4th St)
- Do not use commas in the address field.
- The most common designators are: Apt (Apartment), Bldg (Building), Fl (Floor), Ste (Suite), Unit (Unit), Rm (Room), Dept (Department).
- Use the +4 zip code if it is known (the format will combine the zip and +4 zip code into one).
- Post Office Box address should be output as PO Box (such as PO Box 11890).
For further information refer to the USPS Postal Addressing Standards.