Purpose
The Data Standards committee establishes guidelines for the collection, access, and use of address information at Belmont University. These guidelines have been adopted to provide the best possible service to employees with legitimate information needs while maintaining the confidentiality and integrity of information entrusted to Belmont by its constituents. This ensures the oversight and data management necessary for addresses in Banner to be usable for the purposes of university business.Offices may have individual guidelines that supplement, but not supplant or contradict, this statement. Users must adhere to any applicable federal and state laws as well as Belmont University policies and procedures concerning storage, retention, use, release, and destruction of data.
The guidelines expressed herein are designed to convey the minimum standard requirements to enhance the processing and delivery of mail. Benefits include improved accuracy and availability of communications with University constituents, reduced instances of "undeliverable" mail, reduced work in offices to re-enter and correct addresses and allowing the University to obtain the most advantageous postal rates. The guidelines are also designed to help constituents understand how their addresses are used and when it is appropriate to disclose multiple/different addresses to the university.
The University will take reasonable steps to make students, employees, faculty, alumni and other constituents aware of address requirements. Such efforts may include notification on the myBelmont Portal, messages within Banner Web and informational e-mail messages. The University may also elect to use other mechanisms to collect and/or verify addresses from time to time.
The University has no oversight or control of postal deliveries and assumes no responsibility for materials sent through the mail which are not received.
Mailing addresses in Banner are used in a variety of ways to communicate with individuals associated with Belmont University. This information exists exclusively to support the work of Belmont University and to assist the University community in transacting business related to University programs. Portions of this information may be protected under various state and federal laws, including (but not limited to) the Family Educational Rights and Privacy Act (FERPA). While individuals own their addresses, the university defines how these addresses are used and maintained. Data stewards are responsible for ensuring that change of address information adheres to the data entry standards even if the data is self-reported through Banner Web/Self-Service. Data Stewards are assisted in this process by The Clean Address product and Argos reports.