Name Standards

Name Standards

All names should be entered using the upper/lowercase letters, punctuation, and spacing as indicated by the individual. Many variations exist in our database and attention to detail is critical. The maximum field length is 60 characters.

Examples of actual names in the database -- all are correct:

SlatonBarker, Holmes a'Court, L'Hommedieu, Mitchell Green, Hall-Beyer,
de la Cruz, De La Nuez, De Laney, DeLaney, van Riet-Lowe, de Tarr Smith,
delaGuardia Herrero, van der Bent, Vander Meer, Vandermede,
vandenBroek, Van Der Laan, Abu El-Haj, Abuel-Haj.

Hyphens may be used to separate double last names as indicated. If there are two last names that are not hyphenated (as specified by the individual), the two names should both be entered in the last name field.

Example: Mary-Jean Mitchell Green ---

'Mitchell Green' is entered in the last name field. 'Mary-Jean' is entered in the first name field. No middle name is entered.
In an alpha sort, this person would appear with the 'M' names.

Apostrophes are used in such names as O'Bryan and Holmes a'Court.

The period is used in names that are written as abbreviations.
Example: St. Clair

** Commas, slashes, and the pound (#) sign are never used in the last name field.

Differences in case, spacing, and punctuation will affect sorting. Names beginning with a lowercase letter will appear at the end of an alpha sort list. Names with spaces will appear earlier in a sort list. This kind of problem may be solved by certain report writers.

Example of a sorted list:
De Laney
DeLaney
de Laney
delaney

If a person has only one name (i.e., Odetta, Cher, Miss Georgia, Mr. Monroe) then the name is entered in the last name field. If there is no first name, enter a "." (period). Banner requires a first name to be entered. Entering a period when there is no first name satisfies the form requirement and enters a value that is not highly noticeable when printing or viewing.

Chosen Prefix or Chosen Title

All prefixes or titles are entered into the Prefix field. The maximum length is 20 characters.
 

This field may be left blank, but it is preferred to use prefixes for records of individuals.
All information is to be entered using uppercase/lowercase letters. Use standard capitalization rules. Punctuation is to be used in prefixes. See chart for a list of many of the prefixes currently used in the database. Standard abbreviations are preferred, but full titles may sometimes be used in special circumstances (i.e., The Right Honorable John Smith).

Foreign language prefixes (i.e., Mademoiselle, Senor) are used only when sending to a foreign address.
** The preference is to use the abbreviated form of the prefix.
** Do not enter prefixes in any other fields.
** Commas, slashes, and the pound sign (#) are never used in this field.
Currently used prefixes and their abbreviations (if any):

 

First Name

All information is to be entered using uppercase and lowercase letters. Never use all uppercase or all lowercase letters. The maximum field length is 60 characters.
Hyphens or apostrophes may be used. Example: Marie-Louise
The period is allowed.
In those cases where a single character or initial is designated as the first name and followed by a middle name, place the single character in the first name field and the middle name in the middle name field. In the Preferred First Name, enter the name preferred by the individual.
Example:
E. Scott Howland
enter E. in First Name,
Scott in Middle Name field and
Scott in the Preferred First Name field.
**Do NOT use titles, prefixes, and suffixes in the first name field.
** Commas, slashes, and the pound sign (#) are never used in this field.

Chosen First Name

Chosen  first name or nickname that is different than the first name should be entered here. All information is to be entered using uppercase and lowercase letters. Maximum field length is 60 characters.

Hyphens, apostrophes, and periods may be used.

Spaces are used for double first names.
Examples: Ruth Ann, Billy Joe

**Commas, slashes, and the pound sign (#) are never used in this field.

Middle Name or Initial

All information is to be entered using uppercase/lowercase letters. Never use all uppercase or lowercase letters. If no middle name or middle initial exists, leave the field blank. Maximum field length is 60 characters.
Hyphens may be used to separate double names. Example: Jean-Marie
Apostrophes may be used. Example: O'Donnell
Spaces are permitted between multiple names. Example: Mary Jean
The period is allowed.
The middle name can be the same as a person's maiden name.
** Do NOT use title, prefixes, and suffixes in this middle name field.
** Commas, slashes, and the pound sign (#) are never used in this field.

 

Suffix

Suffixes are entered only into the Suffix field.  Maximum length is 20 characters.

If there is no suffix, leave the field blank.

All information is to be entered using uppercase/lowercase letters. Use standard capitalization rules. Punctuation is used in some suffixes. Acronyms used to indicate degrees, military service branches, medical certifications or to indicate religious orders generally don't have periods.

Both a prefix and suffix are used when there is an inherited suffix (i.e., Jr., III)

Both a prefix and a suffix can be used for individuals who are in the military, are retired military, or in religious orders.

Examples:

Gen. Frank L. Smith, USA (Ret.)
Capt. James Miller, USN
Fr. Joseph McCarthy, OD

****A suffix indicating academic or medical degree is not used when the prefix is entered. As a general rule, Middlebury addresses individuals in a "nonprofessional" context (e.g., write to them using their home address) which means the preference it to use a prefix rather than professional suffix.

Example: Do not enter Dr. James Taylor, M.D.

Preferred format is Dr. James Taylor rather than James Taylor, MD .

**Slashes and the pound sign (#) are never used in this field.

Acronyms used to indicate academic degrees, military service branches, medical certifications or to indicate religious orders generally don't have periods. For guidelines of where periods should be used, see the list below of the most common suffixes currently in use.

 

 

Religious Orders

 

Nonperson Name / Vendor, Organization or Corporation

All information is to be entered using uppercase/lower case letters. Never use all uppercase or lowercase letters, unless that is the legal form for a nonperson/vendor.  Maximum length is 60.

Hyphens may be used to separate double names.

Apostrophes may be used.

The period is allowed.

Example:  A. G. Edwards

Spaces are permitted between multiple names.

The ampersand (&) is used only when part of a legal name; use "and" in all other cases.

Example:  AT&T

Abbreviations are allowed. (See list below)

The pound sign (#) is never used in this field.

Acronyms will not be used unless that is the only way the company is identified or if space is limited.

Examples:  ITT, AT&T

Slashes are allowed if they are part of the legal name.

Generally organization names should be spelled out, unless an abbreviation is the legally or commonly used format, or if the name needs to be shortened to fit in the field.

Acceptable abbreviations include: