Training Guide for Student Information (R1) SCT Banner ● Version 7 Winter 2007
Banner Student Information Access – General Query of Student Information
Table of Contents Introduction................................................................................................................................................... 1 R1 - General Person Information .................................................................................................................. 3 SPAIDEN – Identification Form .................................................................................................. 3 SOAHOLD – HOLD INFORMATION FORM ................................................................................... 6 R1 - General Student Information................................................................................................................. 7 SGASTDN – General Student Form ............................................................................................ 7 SGASADD – Additional Student Information ............................................................................ 8 R1 - Registration Information ....................................................................................................................... 9 SFAREGQ - Registration Query Form ....................................................................................... 9 R1 - Course Information ............................................................................................................................. 10 SFASLST – Class Roster Form .................................................................................................. 13 APPENDIX A –Family Educational Rights and Privacy Act .................................................................... 15
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INTRODUCTION This guide will help you in the process of working with basic student information in the Banner Production database (PROD.) It starts with general student information and continues to detail a student’s curriculum and registration. Please work through this guide to fully understand the capabilities of student academic information in Banner PROD. There are a few things you need to do before starting on the student forms: • •
•
Create your shortcut to PROD. Instructions can be found in the INB Navigation Training Guide (available on the web at http://www.wm.edu/it/banner/trainingdocs/NavigationHandout.pdf). Using the instructions in the INB Navigation Training Guide, set up your Personal Menu with the following items:
Using the instructions in the INB Navigation Training Guide, set up your preferences to have your personal menu open as the default when you log in to Banner.
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Using Keystrokes for Data Entry in Banner
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R1 - GENERAL PERSON INFORMATION SPAIDEN – Identification Form Locate names, including former names, and addresses. Select the appropriate tab to view telephone numbers, demographic information, email addresses, etc. If the student ID is unknown, select the drop down arrow next to the name field and select Person Search. This will open SOAIDEN, the Person Search Form. ID – WM students, faculty all have a nine digit computer-generated number that begins with 93. After you enter the ID, you must perform a NEXT BLOCK to see the current identification information.
SPAIDEN – Current Identification Block
ADDRESS INFORMATION Select the Address tab to view addresses.
Addresses have from and to dates. Be sure to look at the date fields. Old addresses will have an expired date.
Any number other than 1 in the Seq # field indicates a student has more than one address for this address type.
SPAIDEN - Address Block
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Address Types: The following table details the most commonly used address types used by the College:
Address Type Code AC
Address Type Academic – Release to Parents
Description Information may be discussed/shared with parents/legal guardians concerning academic performance.
B2
Business 2
B3
Business 3
BI
Billing
Used when there is a need to maintain more than one business or work address for an entity Used when there are more than two business or work addresses that need to be maintained Used for billing purposes only and is maintained by the Bursar’s office
BU CR
Business Campus Residence Hall
CS
Campus Station Box
FN
Financial – Release to Parents
IN
Initial Address
JH
Jud/Honor – Release to Parents
LC MA
Local/Off Campus Mailing
PR SA
Permanent Study Away
TE
Temporary
Primary work address for an entity On-campus residence hall location for a student and is maintained by Student Residence Life On campus PO box for a student and is maintained by the Campus Post Office Information may be discussed/shared with parents/legal guardians concerning financial information First address College receives for a prospective student. Entered by the Admission Office and may only be corrected, not changed. Information may be discussed/shared with parents/legal guardians concerning judicial/honor code investigations and/or actions Used for students living off campus in the Williamsburg area Used as the primary student address for many William and Mary processes. All students must have an MA address type Can be used when it differs from MA address Used for William and Mary students studying at other institutions and is maintained by Global Education and University Registrar’s Office Temporary address for a specified time. Must have effective beginning and ending dates
ALTERNATE INFORMATION Select the Alternate Identification tab. If the student has had a name change, you can view the previous name in this block. SPAIDEN - Alternate Identification tab
TELEPHONE NUMBERS
Selecting Telephone tab will display all telephone numbers a student has requested to be placed on his/her record. A phone number is usually attached to an address type. However, more than one phone number can be attached to one address. There is a comment line that could include more information about the number, such as “This is a fax number.”
The Prime box will be checked if this is the primary number for the student.
The Inact box will be checked if the number is no longer used by the student.
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BIOGRAPHICAL INFORMATION
SPAIDEN – Biographical tab
Select the Biographical tab. This tab displays the following: gender, date of birth, SSN, student’s age (which is calculated by the system), citizenship, ethnic background, marital status, religious affiliation, and legacy (indicates if other family members have attended the College – actual names are not provided, just a code for the relationship). A flag indicator exists for deceased students and one for confidentiality (See FERPA and Banner Handout). Information about veterans is maintained by the Coordinator for Veteran Affairs at the College and will only be maintained on those students actively using benefits.
EMAIL ADDRESSES Select the Email tab to display the student’s email addresses. All students must have a William & Mary email, which is the preferred email address and can be viewed on the web. You may see personal email addresses of students if they provided them to the College at the time of application.
SPAIDEN - Email tab
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SOAHOLD – HOLD INFORMATION FORM
View all the holds present on a student record. Holds have end dates, and some offices will leave the holds on this form but place an end date on the hold so a history can be maintained. Not all holds restrict the same things. The various holds and what each hold restricts are listed on the Hold Type Validation Form, STVHLDD. Some most commonly used holds are listed below:
SOAHOLD- Hold Information
Code AV CA DA DB DE DG DL DM DS DU FA GO HC IM IT LB LV NS P1 P2 P3
Description Academic Advising Hold Collection Agency Dean of A & S UG Hold Dean of Grad Business Hold Dean of Education Hold Dean of Grad A&S Stds Hold Dean of Law School Hold Dean of Marine Science Hold Dean of Students Hold Dean of UG Business Hold Financial Aid Office Hold Global Education Office Hold Health Center Hold Immunization Hold Information Technology Hold Swem Library Hold Internal-Does Not Hold Reg New Stdnt Reg Later Date Perkins Overdue Loan Hold Perkins Prom Note Hold Perkins Exit Hold
PO
Post Office Hold
PS RD S1 S2 SA TV UR
Parking Services Hold Res Life Rm Damage Dep Hold Student Accounts - R Hold Student Accounts - NR Hold Student Affairs Office Hold Internal-Does Not Hold Reg University Registrar Hold
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Stops Registration Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Stops Transcript Receipt Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Stops Graduation Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Y Y Y
Y Y Y
Accounts Receivable Y
Y Y Y Y Y
Y Y Y Y
Web Display Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Y
Y
Y
Y
Y
Y Y Y Y Y
Y Y Y Y Y
Y Y Y Y Y
Y
Y
Y
Y Y Y Y Y Y Y
Y
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R1 - GENERAL STUDENT INFORMATION SGASTDN – General Student Form This form is created when an accepted student pays a deposit or has the deposit waived. Enter the student ID and perform a NEXT BLOCK (if you only want to see the active/current curriculum, check the View Current/Active Curricula box.) box). To view a student’s history, leaving the Term field blank in the Key Block, and do not check the View Current/Active Curricula box.) This form includes general information about the student’s status, residency, classification, and his/her curriculum.
SGASTDN – Learner Tab
Student record information displays at the top of the form. Curriculum displays in a preview pane at the bottom of the form. You will have an activated vertical scroll bar if a student has more than one student record. For example, if a student was previously out-of-state and is now in-state, multiple records for the student can be viewed by using the scrollbar at the right. Specific field information is detailed below: Field Name New Term Student Status Student Type
Residence Fee Assessment Rate Class Full or Part time
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Description Term the student information is attached to Usually Active or Inactive (CV = converted records) Could be new (N), continuing (C), transfer (T), re-admit (R), etc. Will change to continuing for degree seeking students and stay continuing as long as the student does not leave the College and thus need to be re-admitted. Unclassified student type (U) will not change. Residency codes (domicile), which include instate, out of state, special arrangement contracts, military, etc. Rate codes used by the Bursar’s office for billing purposes. Calculated field, based on Earned hours (ex. FR, SO, JR, SR) Full-time or part-time. Updated nightly, based on registered hours
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CURRICULA TAB To view more information regarding the curricula of the student, select the Curricula tab. Select the Curriculum tab to view the program. Select the Field of Study tab to view majors, concentrations, and minors.
SGASTDN – Curricula Tab
SGASADD – Additional Student Information This form holds information that helps describe a student. The student’s cohort, undergraduate social class, and attributes are located on this form. Enter the student ID and Term, then perform a NEXT BLOCK. The top block displays Student Cohort, and the bottom block displays any student attributes assigned to the student you entered in the Key Block
SGASADD – Additional Student Information
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R1 - REGISTRATION INFORMATION SFAREGQ - Registration Query Form Enter the Term and Student ID. Perform a NEXT BLOCK. View, by term, a student’s registration. Specific field information is detailed below. By using the vertical scroll bar at the right of the form, you can view more than three courses for the student.
SFAREGQ – Registration Query
Field CRN Subj Code /Crse Num/Sec Status Days/Times Part of Term
Campus Grading Mode Bldg/Room Credit Hours Instructor Name
Description Course Reference Number – each section course will have a unique, identifying CRN, which is a one up number assigned when the course is created. Subject of the course and Course Number and Section Number Course enrollment status (RW = Web Registered, RE = Registered by Admin Office) Indicates days the course meets/ Indicates the time of the course Set of dates that determine the beginning and end dates of sessions within the larger term. Law, Education, and Graduate Business will have their own part of term because their dates are slightly different than those for Arts and Sciences and VIMS. Campus attached to course How course is grades (S= Standard A-F, P=Pass/Fail, A=Audit) Location of course Indicates number of hours student is registered for by term Instructors listed for course; primary instructor has Primary indicator checked
(Co-op and CEU hours do not apply at the College of William and Mary)
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R1 - COURSE INFORMATION SSASECQ – Schedule Section Query Form
SSASECQ – Schedule Section Query Form
Field Part/Term CRN Subject Course Section Status Campus Title Schedule Type Link Cross List Enrollment Maximum Actual =
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Use this form to query the schedule by entering the term. On this form detailed information is displayed, which comes from the Schedule Form, SSASECT. Press F8 to get an alphabetical list of ALL courses in the system for the term indicated. Narrow a query by entering a Subject, a Subject and Course, or even a Subject, Course, and a Section number. Press F8 to view a list of courses that meet the criteria. To perform another query, go to QUERY on the menu bar, and select ENTER QUERY. A blank form appears so a new query can be entered. (You can also use the icons for Enter Query and Execute Query)
Description Indicates dates of the course based on the part of term assigned to the course. Course Reference Number; one-up number assigned by the system; CRN’s beginning with 1 are Fall courses, beginning with 2 are Spring courses, beginning with 3 are Summer courses Subject of the Course Course number Section number Active, Inactive or Cancelled Campus where course is taught Schedule Type – such as lecture, seminar, lab, independent study, etc. Identifies linked courses Code that indicates course is cross listed with another Maximum number of students allowed to enroll Actual number of students enrolled Number of seats remaining
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Instructions for Using Class Schedule on the Web In addition to viewing a list of courses with enrollments via SSASECQ, you can view a more detailed version of the course schedule via the web. You can access it through my.wm.edu or through the University Registrar’s web page. Through my.wm.edu:
1. Log in to my.wm.edu with your user id and password (same used for email)
2. From the home page, locate the Resources Channel, Academics. Select Class Schedule.
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3. Select the appropriate term from the drop down box. Select Submit.
4. Now you can query the schedule. You can enter as many criteria for your search as you would like, but you MUST select at least one department. **If you want to search multiple departments, use the CTRL key and highlight the desired departments. If you want to search all departments, use the SHIFT key and highlight the first and last department. After you select the criteria for your search, select Class Search. You will now see the courses that met your search criteria.
Through the University Registrar’s web page: 1. Enter the URL http://www.wm.edu/registrar/ 2. From the menus on the right, choose Catalogs & Schedules, Course Schedule. 3. From the middle section, select the Course Schedule link. 4. Follow instructions 4 – 6 above.
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SFASLST – Class Roster Form Enter the Term and CRN. Perform a NEXT BLOCK. View all students registered for a course. From the Options Menu, select Section Information to view the specifics about the course section, Select ID’s Names and Addresses or Detailed Student Information to view information about students in the course. Specific field information is detailed below: SFASLST - Class Roster
Field Sequence ID Name Status
Midterm Grade Final Grade Grade Mode Rolled Hours
Description Indicates the order in which students registered for the course Displays Banner generated student ID Name of student Course status – shows if the student registered via the web (RW), came in for administrative assistance (RE), or if they had withdrawn from the course (WR or WD), etc. Mid term grade posted for UG students (MR=Marginal; UN=Unsatisfactory) Final grade Grade mode attached to student: S=Standard Letter, P=Pass/Fail, A=Audit Grades have been rolled to history when this field is checked. Grade rolling occurs during the end of term grading process Number of credit hours the student is taking the class for
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EXTRACTING DATA FROM BANNER TO EXCEL Many forms in Banner have an extract key within the help function that allows you do download a lot of data to your computer for easier viewing. Keep in mind that not all forms have this capability. For those that do, following the instructions below if you wish to download: 1. Open the form (SFASLST - The class roster form, for example). In the key block, enter the information required for the form you are on (usually a term, and/or ID, and/or CRN). If it is a query only form, such as SSASECQ, just enter the data you wish to query (SUBJ code for example) and execute query. 2. When your data displays, navigate to the menu at the very top of the form, and select HELP. 3. Select EXTRACT DATA WITHOUT KEY. You will get the following pop up box:
4. You can either open it or save it with Microsoft Excel. 5. When you select “Open” the file will open in Excel. If you want to save it, you will want to give it a more meaningful name, and change the file type as it extracts as a comma delimited file.
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APPENDIX A –FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT Listed below is the notification of the Family Rights and Privacy Act of 1974 (FERPA). The College is required to inform enrolled students annually of their rights under the terms of the Family Educational Rights and Privacy Act of 1974 (FERPA). The act does not apply to students admitted to the College who have not officially enrolled. A. Policy Intent 1. The College student record policy is intended to conform with all state and federal statutes dealing with access to information held by an educational institution on present and former students. 2. The student record policy is formulated to protect the privacy of student information that is maintained and yet provide access to student records for those having a legitimate educational interest in viewing such records. Regulations and procedures to ensure adequate protection of the student are provided in this policy. B. Student Rights under FERPA: 1. Enrolled students have the right to inspect their records within 45 days of the request for inspection and are entitled to an explanation of any information therein. "Records" refers to those files and their contents that are maintained by official units of the College. Generally, students have the right to review any official record that the College maintains on them. When access is permitted, documents will be examined only under conditions that will prevent unauthorized removal, alteration, or mutilation. Information to which the student does not have access is limited to the following: a. Confidential letters of recommendation placed in the student's files before January 1, 1975, and those letters for which student has signed a waiver of his or her right of access. Letters of recommendation are removed from the Admissions files before the files are forwarded to the Registrar's Office. b. Parents' confidential financial statements. c. Personal files and records of members of faculty or administrative personnel which are in sole possession of the maker thereof. d. Records of the Admissions Office concerning students admitted but not yet enrolled at the College. e. Medical/psychological records used in connection with treatment of the student. Such records can be viewed by a physician or psychologist of the student's choice; f. Campus Police Department records, when utilized for internal purposes by this office in its official capacities; and g. Documents submitted to the College by or for the student will not be returned to the student. Normally, academic records received from other institutions will not be sent to third parties external to the College, nor will copies of such documents be given to the student. Such records should be requested by the student from the originating institution. 2. Students have the right to request an amendment of the education record that the student believes is inaccurate or misleading. Should a student believe his or her record is incorrect, a written request should be submitted to the appropriate College official indicating the correct information that should be entered. The official will respond within a reasonable period concerning his or her action. Should the student not be satisfied, a hearing may be requested of the Registrar.
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3. Students have the right to consent to disclosures of personally identifiable information contained in the student’ s education record, except to the extent that FERPA authorizes disclosure without consent (see C3 below). 4. Students have the right to file a complaint with the US Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-4605. C. Access to Student Records by Others: 1. Disclosure of general directory information: Certain information may be released by the College without prior consent of the student if considered appropriate by designated school officials. Such information is defined as the following: a. Student's name, address, telephone number, and e-mail b. Classification c. Date of birth d. Dates of attendance at the College, Major, degrees, honors and awards. Date degree earned e. Current Enrollment status f. Height and weight of members of athletic teams g. Participation in officially recognized activities h. Previous schools attended and degrees awarded 2. Confidentiality of Directory Information: Students may request that directory information not be released by written request to the University Registrar's Office. A confidentially flag will then be placed on the student’s record on SPAPERS. This indication will show up on the student record throughout Banner. All other student information will be released only upon written request of the student, excepting those instances cited below. 3. Disclosure to members of the College community: a. “School Official” is defined as a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including College law enforcement personnel and health staff); a person or company with whom the College has contracted (such as attorney, auditor, or collection agent); or a person serving on the Board of Trustees. b. A school official must have a legitimate educational interest in order to review an education record. “Legitimate Educational Interest” is defined in the following manner: the information requested must be within the context of the responsibilities assigned to the School Official; the information sought must be used within the context of official College business and not for purposes extraneous to the officials area of responsibility or the College; information requested must be relevant and necessary to the accomplishment of some task or to making some determination within the scope of College employment. c. Information requested by student organizations of any kind will be provided only when authorized by the Dean of Students. 4. Disclosure to parents or legal guardians. It is the College's policy to release academic, financial, or judicial information to parents or guardians only if the student has requested such release by completing a form with the Dean of Student’s Office. If a student has given permission to the College to release information to parents or guardians, the student will have one or more of the following address types on SPAIDEN:
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Code AC
Description Academic - Release to Parents
FN
Financial - Release to Parents
JH
Jud/Honor - Release to Parents
Details Information may be discussed/shared with parents/legal guardians concerning academic performance, including grades, academic warning, academic probation, and required academic withdrawals. Information may be discussed/shared with parents/legal guardians concerning financial information, including billings, charges, payments, refunds, scholarships, and other financial aid. Information may be discussed/shared with parents/legal guardians concerning judicial/honor code investigations and/or actions.
Instructions on how to search for address types that indicate the student has signed a release of information: a. Go to SPAIDEN. Enter the student’s ID or search by name. NEXT BLOCK. b. Select the Address tab. c. Search for the appropriate Address Type (AC, FN, or JH). If there is none, there is no permission to share information with a parent or guardian. If there is an appropriate address type, check to see if it is active (an end date preceding today would indicate inactivity). If it is inactive, there is no permission to share information with a parent or guardian. NOTE: The city, state, and zip code for such entries will always be DOSO, VA 23187. Otherwise, the academic, financial and judicial information will only be shared with the student, a policy consistent with the College's interpretation of FERPA. 5.
Disclosure to other educational agencies and organizations. Information may be released to another institution of learning, research organization, or accrediting body for legitimate educational reasons, provided that any data shall be protected in a manner that will not permit the personal identification of the student by a third party.
6. Disclosure to local, state, and federal governmental agencies. Government agencies are permitted access to student records only when auditing, enforcing, and/or evaluating sponsored programs. In such instances, such data may not be given to a third party and will be destroyed when no longer needed for audit, enforcement, and/or evaluative purposes.
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