Middlebury

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. Maximum field length is 60 characters.

Examples of actual names in 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.

Prefix or Title

All prefixes or titles are entered into the Prefix field. 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):

Abbot
Admiral Adm.
Ambassador Amb.
Baron
Baroness Brnss.
Bishop
Brigadier General Brig. Gen. or BG
Brother Br.
Captain (Army) Cpt.
Captain (Navy) Capt.
Chancellor Chan.
Chaplain Chapln.
Chief Petty Officer CPO
Commander Cmdr. or CDR or Cdr. (U.K.)
Colonel Col.
Colonel (Retired) Col. (Ret.)
Corporal Cpl.
Count
Countess Cntss.
Dean
Dr.
Drs.
Dr. and Mrs.
Duke
Ensign Ens.
Estate of
Father Fr.
Friar Fr.
Frau
General Gen.
Governor Gov.
Judge
Justice
Lord
Lieutenant Lt.
2nd Lieutenant (Army) 2Lt.
2nd Lieutenant (Marine/A.F.) 2dLt.
Lieutenant Commander Lt. Cmdr. or Ltc.
Lieutenant Colonel Lt. Col. or Ltc.
Lieutenant General Lt. Gen. or Ltg.
Lieutenant junior grade Lt. j.g.
Mademoiselle Mlle.
Major Maj.
Master
Master Sergeant Master Sgt.
Miss
Madame Mme.
Midshipman MIDN
Monsieur M.
Monsignor Msgr.
Mr.
Mr. & Dr.
Mr. & Mrs.
Mrs.
Ms.
Mx.
President Pres.
Princess
Professor Prof.
Prof. & Mrs.
Rabbi
Rear Admiral R.Adm.
Representative Rep.
Reverend Rev.
Reverends Revs.
Right Reverend Rt.Rev.
Sergeant Sgt.
Senator Sen.
Senor Sr.
Senora Sra.
Senorita Srta.
Sheikh
Sir
Sister Sr.
Staff Sergeant S. Sgt.
The Honorable The Hon.
The Venerable
Trust(ees)of
Vice Admiral V.Adm.


First Name

All information is to be entered using uppercase and lowercase letters. Never use all uppercase or all lowercase letters. 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.


Preferred First Name (Nickname)

Preferred 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 "non professional" 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.


Inherited Professional Military Combinations
Jr. Esq. (Ret.) Jr. (USAR Ret.)
Sr. CPA USA US Army
2nd DC USA (Ret.)
C3rd DDS USAF US Air Force
II VM USAF (Ret.)
III JD USMC US Marine Corp.
IV MD USMCR US Marine Reserves
V PhD USN US Navy
VI USN (Ret.)


Religious Orders

CFX IHM RDC
CND OCD RSM
CSB OFM SJ
CSC OP SM
CSFN OSA SND
CSJ OSB SP
FS OSF SSJ
FSC PM


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:

Academy Acad.
Air Force Base AFB
American Am.
Architect Arch.
Associate(s) Assoc.
Association Assn.
Attention Attn.
Attorney Atty.
Auxiliary Aux.
Board Bd.
Bureau Bur.
Business Bus.
Center Ctr.
Chamber of Commerce    C. of C.
College Coll.
Committee Com.
Company Co.
Conference Conf.
Corporate/Corporation Corp.
Council Coun.
County Cty.
Department Dept.
District Dist.
Division Div.
Ecological Ecol.
Economic Econ.
Education Educ.
Educational Ednl.
Electrical Elec.
Elementary Elem.
Environmental Environ.
Executive Exec.
Federal Fed.
Federation Fedn.
Foreign Fgn.
Foundation Fndn.
Fund Fnd.
Government Govt.
Government Govt.
Group Grp.
Headquarters Hdqs.
High School H.S.
Historical Hist.
Hospital Hosp.
House Hse.
Incorporated Inc.
Independent Ind.
Industrial Indsl.
Institution Instn.
Insurance Ins.
International Intl.
Laboratory Lab.
Language Lang.
Library Lib.
Licensed/License Lic.
Limited Ltd
Magazine Mag.
Management Mgmt.
Manager Mgr.
Managing Mgng.
Manufacturer Mfr.
Manufacturing Mfg.
Marketing Mktg.
Mechanical Mech.
Medical Med.
Member Mem.
Memorial Meml.
Merchandise Mdse.
Metropolitan Met.
Municipal Mcpl.
Museum Mus.
National Natl.
North America N.A.
Number No.
Office Ofc.
Operations Ops.
Organization Org.
Preparatory Prep.
Principal Prin.
Private Pvt.
Publication Publ.
Publishers/Publishing Pub.
Representative Rep.
Scholarship Schlp.
School Sch.
Seminary Sem.
Service (s) Svc./Svcs.
Society Soc.
Technology Tech.
Township Twp.
University Univ. (or U.)   
United States Air Force USAF
Volunteer Vol.


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