Address Validation FAQ

Transcription

1 FCMAT/California School Information Services Address Validation FAQ for FY Version 9.0 June 23, 2009 Copyright 2009, FCMAT/California School Information Services

2 Table of Contents 1. Introduction Purpose Document Versioning Convention Intended Audience References General s...4 Revision History Name Date Reason For Changes Version Neysa Droker 6/23/2009 Initial creation of document. 9.0 Page 2 of 9

3 1. Introduction 1.1 Purpose This Address Validation FAQ document provides answers as well as recommendations to questions about the Address Server Validation Report and the Address Correction Report. This Q&A document is updated as necessary to reflect additional questions and answers, or changes as they occur. 1.2 Document Versioning Convention The title page and header of this document contain a version number in the form X.Y.Z where: X is the version number in sequence 1 through N Y is the revision number in sequence.1 through.n Z is the errata correction number in sequence.1 through N The version number of the document correlates directly to the school year that the requirements present in the document are pertinent, for example, school year is represented by version 9.Y.Z., and the first published version of the document would be numbered 9.0. Each revision (Y) represents substantial change to the document and will be serially numbered to the right of the first decimal. Minor corrections (Z) (i.e., format or spelling) will retain the version and revision number and only increment the correction number to the right of the second decimal (i.e., 9.0.1). 1.3 Intended Audience The primary audience for this document are the personnel responsible for the submission of data to CSIS. Student Information System vendors will also find the information useful. 1.4 References All of the other documents referenced by this document can be found on the CSIS web site. The web site address is Page 3 of 9

4 2. s & s 1 14, 47, 52 The correction report shows that the number sign (#) was changed to APT, but the USPS lookup site shows UNIT. Which is correct? The USPS usually has a specific secondary unit designator on file for an address. Apartments use APT whereas condominiums or townhouses typically use UNIT. The number sign (#) should only be used in situations where there is no secondary unit designator on file with the USPS. Note that for mailing purposes use of either of the three will often be effective because the USPS compensates for common mistakes in addressing. 2 7 What does error code 7 mean? code 7 ( Address considered non-deliverable ) is usually caused by one of the following situations: 1. The address is not valid (i.e. no residence exists at that address) Action: Verify the address with the student. There may be a typo in the address or the student may have given a non-existent address. 2. The address is valid, but the USPS does not deliver mail there. Action: No action needs to be taken. The address may be valid but not for mailing purposes. 3. The address is not properly entered in the USPS database. Action: Contact your local Address Management System (AMS) office regarding the address in question. The local AMS office should be able to verify why the address is listed as non-deliverable. The local office can be looked up at: Page 4 of 9

5 3 45 What does error code 45 mean? code 45 (Modify street suffix) is usually caused by one of the following situations: 1. Extra characters were added following the street type by accident (i.e., typo) Action: Remove the extra character from the address. 2. An apartment letter was given without a preceding unit designator (e.g., or APT) CorrectAddress treats anything that appears after the street name as a street suffix. In many cases, it correctly identifies directions such as N, S, E, W. However, sometimes, if an alpha apartment indicator is supplied without the # or APT preceding it, the software will remove it as shown in the below example. Original Address Messages Corrected Address 2875 FOLSOM ST A 45 Modify street suffix 2875 FOLSOM ST Action: Add the unit designator before the apartment letter. 3. A street with the same name exists, but with a different suffix (i.e., street type) Action: Update the street suffix to the correct one (e.g., submit MEADOW ST instead of MEADOW DR) Page 5 of 9

6 3 12, 14, 20 The errors on apartment numbers seem to be really inconsistent. Why do I get one error in one instance and a different error for the same condition on another address? What do I do? Sometimes, when an alpha apartment unit (see first 2 examples) is supplied without an apartment number designation (APT, UNIT, #), CorrectAddress interprets it as an extension of the street name or as a directional modifier (N, S, E, W, etc.). In those instances, you are likely to see error code 20 or 45, depending upon how CorrectAddress has interpreted that character. If CorrectAddress recognizes that you ve supplied an apartment number without an apartment number designation, it will usually give you an error code 14 and make the correction for you. When the CorrectAddress software recognizes that there are multiple possible unit numbers (see 1), it will produce an error message, but leave the supplied apartment/unit number. If the supplied address does not fit within that range, you will likely get an error code 12. See examples below. Original Address Messages Corrected Address 1421 COMPTON RD C 12 Invalid or missing unit COMPTON RD # C SAN FRANCISCO CA Correct street name. SAN FRANCISCO CA Original Address Messages Corrected Address 2875 FOLSOM ST A 45 Modify street suffix FOLSOM ST SAN FRANCISCO CA Correct street name. SAN FRANCISCO CA City may exist in more than one County. Original Address Messages Corrected Address 417 COLUMBUS AV Correct street name. 417 COLUMBUS AVE # 417 SAN FRANCISCO CA Street address with appended SAN FRANCISCO CA apartment # Informational only City may exist in more than one County. Verify that apartment number is correct and add the abbreviation APT, UNIT, or # if the software has not already done so. Page 6 of 9

7 4 If there is a potential discrepancy with an address in the USPS database, how should this get communicated to the USPS? All information in USPS national ZIP+4 database is entered by a local Address Management System (AMS) office. If there is a potential discrepancy with an address, contact your local AMS office and describe the problem to them. The AMS office will be able to make any necessary corrections to the national database. These corrections will be reflected in USPS ZIP+4 locator software and any changes or corrections will be reflected in the lookup software on the WWW server within days. To locate the local AMS office, please go to the following link: 5 Do I need to change the addresses in my SIS to be all caps and add the four digit zip code extension? While, full capitalization and the four digit zip code extension are part of the postal standard, neither is required. Addresses submitted to SRRTS will be standardized, but addresses not in the standard format can still be valid as long as they fall within the Postal Addressing Standards. The CorrectAddress software will continue to modify the address if it is resubmitted to SRRTS, but no action on your part is necessary. 6 The CSV file for the Address Correction Report includes two columns (along with values in each) labeled DPC and Correct Code. What are the purposes of these two columns? The DPC is the Delivery Point Code, which is a code assigned by the United States Postal Service (USPS) to speed delivery to a specific address. The Correct Code is a check digit for ensuring that the DPC is correct. While these codes independently are not meaningful, when combined with the Zip Code and the +4 Add-on, they make up the elements for the DPV barcode. So, for those LEAs with technology departments or SIS vendors, returning these extra elements will give the opportunity to create the DPV barcode to speed mail delivery and if the associated DPV wrapper is printed, it could result in a discount on mailings. 7 20, 45 My Address Correction Report shows a completely new street name and number. I looked up the original address in USPS and it looks valid. What s wrong with the address I submitted? Re-submit the original address to the USPS lookup When the USPS standardized address appears, click the mailing industry information button. If LAC = L, the locatable address has been converted. The Locatable Address Conversion System (LACS) is used to facilitate 911 responses. The address supplied by the software is the preferred one. Should you happen to find an example where the LAC =, please report it to CSIS. 8 6 How do I fix addresses that contain ½ in the number? The address is valid according to the student. Neither CorrectAddress nor USPS accepts the ½ as part of the street number. To correct this problem, add the pound sign (#) and the ½ after the street name or put in into Address Line 2 (as if it is an apartment or unit number). Page 7 of 9

8 9 6/12 How do I correct errors on apartment and unit numbers when I ve already provided the correct one? Check to see if the abbreviation APT, UNIT, or # appears on the same line as the actual apartment number or letter. If they span lines, the software will frequently view this as an error. To correct, put both in Address Line1. If they won t fit, put both in Address Line 2. See example: Original 459 4TH ST UNIT 9 ANYTOWN, CA Corrected 459 4TH ST UNIT 9 ANYTOWN, CA OR 459 4TH ST UNIT 9 ANYTOWN, CA Page 8 of 9

9 10 20 Why did the software change my street name to something completely different? CorrectAddress uses Soundex sound-matching technology (much like that used for SRRTS name search) for correcting street names. Normally, this works quite well. However, we have identified and IST CorrectAddress has confirmed a bug in the current release of their software, which, occasionally, makes a totally inappropriate sound match. The vendor is working on a fix for this problem. What to do in the interim: 1. If you get an error code 20 on your Corrected Address or your Server Validation report, verify that the Corrected Address is appropriate. 2. If it appears to be inappropriate, check the address in the USPS lookup (See question 9). 3. If it looks correct in USPS, do not update your SIS with this address. Report this address to CSIS through CSIS Support. Page 9 of 9