The following guidelines represent generally agreed upon standards for all TMC employees using the Jenzabar CX (CARS) database to maintain name and address information for students, employees and other constituents of the College. An example section is included.

Name Entry
Address Entry
Other Field Entry

• State field
• Country field
• Zip Code
• Social Security numbers
• Phone numbers
• International phone numbers

Examples:

• Name with Jr or Sr suffix
• Apartment or suite
• 2-line address
• Name with clinic address
• PO Box - no street address
• PO Box - with street address
• Name with Canadian address
• Name with other foreign address

Abbreviations

Name Entry

• Enter names as follows: Last, First, M
• There should NOT be a period after the middle initial
• Individuals with Jr or Sr suffixes should be entered: Last, First, M,, Jr or Last, First, M,, Sr
• Individuals with III should be entered: Last, First, M,, III
  See example below.

Address Entry

Capitilization

• Do not capitilize each letter in street abbreviations. For example, St not ST, or Ave not AVE. If addresses are capitilized in the main file and then merged into a letter or another format, they look improper.

Punctuation

• Do not include punctuation. Use St not St. The Postal Service prefers that we do no use periods after an abbreviation.

Abbreviations

• The Postal Service prefers that abbreviations be used. Click here for a list of abbreviations.

• If possible, try to fit the address on one line. Use the # symbol instead of apt or ste.
• If the address does not fit on one line and contains a suite or apartment number, the suite or apartment number should be listed on the top line and the street address on the line below it. See examples below.

Addresses with a clinic name

• Addresses with a clinic name should have the clinic name on the top line and the address on the line below it. See example below.

Office vs. Home address

• If applicable, the main address should be an office address. The home address should be listed under the other address.

Other Field Entry

State field usage

• Only USA states and Canadian provinces should be entered in the state field.

Country field usage

• Use the table look-up feature within the product and select the correct two letter country abbreviation. These abbreviations are listed at the end of this document.

Zip Codes

• Use hyphens when entering the full 9 digits, for example 22222-2222.

Social Security numbers

• Enter hyphens, for example 222-22-2222.

Phone numbers

• Enter hyphens, for example 222-222-2222.

International phone numbers

• In many situations, you may need to leave out the country code (which is available in the phone book) in order to fit the phone number into the field. Try to enter the phone number with hyphens following the country's phone conventions.

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Examples

Name with Jr or Sr suffix

Apartment or suite

2-line address

Name with Clinic address

PO Box - no street address

PO Box - with street address

Name with Canadian address

Name with other foreign country address