Lecture Notes

This is a brief introduction to the Name and Address Entry Screen known as the NAE screen. The following is a portion of the NAE screen showing the lines and titles of data elements.

To briefly review the information covered, recall that the NAE screen is used by all departments to enter the information that we have termed "key data elements". That is Name, Address, Phone numbers, Soc Sec Number, Date of Birth and Ethnic/Gender information.

The NAE screen resides in the CORE module and all departments and functions will use this screen to enter information for employees, students, foundation contacts, alumni, mailing lists or other records requiring names and addresses.

You must have a proper Colleague userid and password to log on to the system. The Office of Information Technology that employees refer to as OIT, controls passwords and access to Colleague. Your supervisor will assist you in getting the proper access to the system.

Once logged on, the NAE screen is reached by typing NAE in the window at the bottom of the first screen that gives you the choices of applications that you are approved to use. If you are authorized to access this screen, the NAE screen (as shown above) will appear on your computer monitor.

Note that there are 17 lines on the NAE screen, and just below these lines there is a line called "Person Lookup". This line will be discussed in more detail in the CORE Standards section. For now, know that this is the line that you use to find a person in the database using a name or social security number.

It is important to note that a record may be created with very little information. In fact, all that is required is a "name". However, to avoid serious problems and a proliferation of duplicate records clogging up the database, everyone creating records should know the proper procedure that is to be used. This will be covered in the Data Entry section.

Let's take a closer look at the NAE screen.

If part of your job is to enter records to the Colleague system, the following table may be helpful. The table contains a brief description of the 17 lines of the NAE screen. The fields in red should always be added. Those in blue should be added if the information is available. Once again, however, be reminded that you should not start adding someone until you check to see if the person already exists on the system...

1. Prefix	Mr, Ms, Mrs (do not enter.. this will be explained.)
2. Name LFM	Name Last First Middle
3. Suffix	Jr, Esq, I, II, III (enter only if requested)
4. Address	Street Address (note that more than 1 can be entered)
5. CSZ/Cnty	City State Zip / County
6. Res Cnty/State	Residence County / State
7. Country	USA (do not enter)
8.Phone/Ext/Type	Phone Number/Extension/Type Home, Business, Day, Evening (note that more than 1 can be entered to match address)
9. Origin/Date	Origin = who entered the record, HR, Admissions, Foundation etc. and date of entry.
10. SSN	Social Security Number
11. Birth Date	Date of Birth
12. Ethnic/Gender	Ethnic Code W(white), B(black), API(asian/pacific islander), H(hispanic), AI(american indian) Gender M(Male) F(Female)
13. Mail Codes	(do not enter)
14. E-Mail Address	enter email address if available
15. Pref Name	Preferred Name (will default in) or it can be entered if different than the name in line 2.
16. Mail Name	Mail Name (will default in) or it can be entered if different than the name in line 2.
17. Other LFM	Other Last First Middle name... )will default in) or if you have a name change in line 2. the former name will appear in this line.

To continue, click on the NAE con't.

NAE con't

Please Note: If you have a question or comment about this course, the HR Department can be reached by sending an email to: hrdept@brookdale.cc.nj.us