Community College of Philadelphia

Banner End User Documentation

Community College of Philadelphia Banner 7.3 End User Documentation for Deans and Department Heads

ITS/1-2007

Community College of Philadelphia

Banner End User Documentation

Note:

These instructions were developed for use by Deans and Department Heads who use the Banner Menu that has been specifically customized to give them quick access to student data. To determine if you have been authorized to use this menu, click on MY BANNER, the Deans and Department Heads menu will appear. For ease of use, a Quick Resource Guide (Table of Contents) has been included in this document. It contains a section that identifies the FORM and the student data it displays. The instruction for viewing this data follows.

Preface

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Table of Contents

Department General

To Do This… Login Instructions The Banner 7.3 Toolbar Navigation Options Person Search Helpful Hints Trouble Shooting Frequently Asked Questions

Use this form

Admissions

View admissions data for a particular applicant. View test data and program placement as well as test waivers View information about a person’s prior college experience View all of a student’s bio/demo data View holds on a student’s existing record View one or more email addresses for any ID View appointments an individual is scheduled for, such as an Allied Health Test, etc. View high school information such as the school name and address and graduation date Search for a Person Using Name Only

SAAADMS SOATEST

11 19

SOAPCOL

21

SPAIDEN SOAHOLD GOAEMAL GEIIDFN

24 26 28 29

SOAHSCH

31

SPAIDEN SOAIDEN GUIALTI SPAIDEN SOAIDEN GUALTI

33

Enter and maintain the assignment information for a term for a faculty or advisor View a faculty member’s schedule View part-time faculty seniority

SIAASGN

38

SIAASGQ PWAFSEN

40 42

Schedule

View information about a section View co-requisites, fees, attributes, blocks for a section View section level restrictions View section pre-requisites View section level prerequisite areas Find a CRN or a group of CRNs, etc.

SSASECT SSADETL SSARRES SSAPREQ SMAAREA SSASECQ

44 46 47 48 49 44,45

Student Records and Registration

View a student’s registration history for a particular semester

SFARHST

50

View a student’s academic standing Add/Change an advisor to a student record View student transfer credits View student cohorts and attributes

SGASTDQ SGAADVR SHATRNS SGASADD

51 52 53 57

Search for a person by social security number

Academic Affairs

Table of Contents

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Department

Table of Contents

Banner End User Documentation

To Do This… View student’s class schedule and current registration View academic history by term View academic history by subject (list of courses for a student grouped by subject) View student’s degrees View a summary of courses completed by a student View list of registration activity for a student View a student’s academic standing, majors and class level attributes View or Print a class list View an Instructor’s class roster for a specific section Cumulative academic history by level

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Use this form SFAREGQ SHATERM SHASUBJ

Page Number 58 59 61

SHADEGR SHACRSE SFASTCA SGASTDN

62 64 66 67

SWRSLST SWASLST SHAINST

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LOGIN INSTRUCTIONS The Banner login is located on the Staff page and looks like this: INSTRUCTIONS:

1.)

Navigate to http://www.ccp.edu/stafpage/

2.)

This will take you to the Banner Instance Page. Select the PROD Instance.

3.)

At the login screen: Enter your Login Username and Password.

4.)

Click on My Banner

5.)

Select the Deans and Department Heads Menu This will display the forms that are available to you.

INSTRUCTIONS To Have your Banner password reset:

1.)

Send an email to: [email protected]

2.)

In the Subject of the email, please type Reset Password for your name.

3.)

Include in the email: • Your full name • The phone number where you can be reached • Your office number and Department • The Instance you need to access (PROD)

Login Instructions

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THE BANNER 7.3 TOOLBAR The Banner Toolbar is located at the top of each form you enter. As you hold you mouse over each icon, Banner will automatically give you a tool tip hint, which will tell you what each button does. Below is a chart of these icons and their functions:

Rollback – Clears the current information in the form and allows you to enter a new identification. (Banner ID) Select – Allows you to select the record when executing a query. This record will be transferred to the form that you will be using.

Previous Record – This allows you to return to the record you reviewed prior to the current one.

Next Record – This allows you to go to the next record for the ID that is selected.

Previous Block – This moves the cursor to the previous block of information for the ID that is selected.

Next Block – This moves the cursor to the next information field. This will also display the next block of information for the ID that is selected.

Printer – This will send the current screen to the default printer. Exit – This will closes the current form that you have open in Banner. If you have multiple forms that are open, this will NOT close them. However, in Banner 7.3, if you click the Windows X button at the top of the right-hand corner of the Banner form, it will close all the open forms and allow you to exit Banner.

Navigation Options

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NAVIGATION OPTIONS This documentation guide does not assume a specific starting point to access a form, so each set of documentation begins with “Navigate to” i.e. Navigate to SOAIDEN. There are four options you can use to Select/Navigate to a form. OPTION 1: Select a FORM STARTING FROM THE GENERAL MENU – GUAGMNU

1.)

Double-click on My Banner folder icon

2.)

Double-click on the Deans/Department Heads menu This menu contains five categories: 1. General Person/Admissions 2. Catalog/Schedule 3. General Student/Registration 4. Academic History 5. Faculty/Instructor

3.)

Double-click on the form you wish to open.

OPTION 2: Select a FORM STARTING FROM THE GENERAL MENU – GUAGMNU (Direct Access)

1.)

Type the Name of the form you wish to open in the Go To box and then press ENTER.

OPTION 3: Select a FORM IF YOU ARE ALREADY IN A FORM

1.)

Click the F5 key

2.)

Type the name of the form In the Go To box and press ENTER.

OPTION 4: Select a FORM USING THE FILE OPTION ON THE BANNER MENU BAR

1.)

Click on FILE

2.)

Click on DIRECT ACCESS

3.)

The Go To box appears at the top of the form.

4.)

Type the name of the form and press ENTER

Navigation Options

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PERSON SEARCH Many of the forms require users to search the Banner database to locate the person if they do not have the J Number available. Even if the J Number is available, the person’s identity should still be verified. There are three major methods that can be used to search for a person. INSTRUCTIONS Method 1: Basic Name Search from the Name Block:

1.)

The name block on all Banner forms look like the following:

2.)

Type the name (lastname, firstname) in the NAME BLOCK and press enter.

3.)

If more than one person has this name, the ID Name and Extended Search box will appear, showing how many occurrences are in the database, as shown below.

Click on the pull down arrow in the Search Results box to view the results, as shown below. If the name you want appears in the list, click on it to select it. It will return you to the originating form.

Person Search

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INSTRUCTIONS Method 2: (SOAIDEN) Person Search by Name or other Information:

1.)

Navigate to SOAIDEN. The screen will look like this:

2.)

At this point you can enter the student’s J Number in the ID block, if known. Or Press the Tab key to the Last Name in the Last Name block and type in the last name then Press the Tab key to the First Name block and type in the first name. If you only know some of the characters, you may type the WildCard character % after the known characters. Once all the information has been entered, press the F8 key to execute the search. Below is an example of a wildcard search:

Person Search

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If the system finds a match, the screen will display the information, as shown below:

At this point you have a few people that fit your criteria. When you see N in the Change Indicator block, this tells you that the person name was changed. When you see I in the Change Indicator block, this tells you that the person’s information was transferred over from the Legacy System. You will notice that they appear twice on the screen above. Once with their original ID and a second time with their new J number. This is the number you will need to use from now on.

Person Search

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INSTRUCTIONS Method 3: (GUIALTI) Person Search by Social Security Number:

1.)

Navigate to GUIALTI.

2.)

You will be brought to a Query form as shown below:

Enter the student’s Social Security Number in the SSN field and hit F8 or the Execute query

icon.

If the student’s Social Security Number has been entered into the system, you will receive results as shown below:

Verify that this is the student you were searching for. If it is, double click in the Social Security Number field. The system will carry over the student’s J number into the form you were previously on.

Person Search

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APPLICANT INFORMATION SAAADMS: Used to view admissions data for a particular applicant. INSTRUCTIONS:

1.)

Navigate to SAAADMS – Application tab.

2.)

Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search. Leave Term field blank: this will return all terms to which a student applied. Press NEXT BLOCK

icon or Ctrl + Page Dn key. The following screen will appear:

Application date: Date application is entered. Admit Type: Type of applicant. Student Type: Type of student – used for IPEDS reporting and Financial Aid. *Please see the correspondence chart below for Admit Type and Student Type. ADMIT TYPE STUDENT TYPE NN – New Applicant T RA – Readmit R PE – Petitioner for Allied Health C TR – Transfer student X NC – Non-credit A Senior Citizen – Admit type = NN and Student type = Z Guest Students – Admit type = NN, Student type = G and Program = NONM Residency: Indicates if the student resides in Philadelphia – this is what drives tuition rate for student. Site: This is where the application is being entered. Full or Part time: Indicates if the student will be full-time or part-time.

Applicant Information

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CURRICULA TAB

3.)

This form will track the history of the programs the student has applied for. Notice on this student there are 3 records.

This first record shows that this program is current and active.

Applicant Information

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The second record looks like this.

Notice this curriculum is Not Current and Active – this was the program that the student originally applied to.

Click on the Field of Study tab.

Applicant Information

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Field of Study Tab

5.)

This tab shows the same information and the same history, but in a different view. It shows you on the first row that the Current and Active field of study was accepted. It also shows you on the Current and Active record that the field of study is “In Progress” meaning that this is the program the student is pursuing and reflects on the General Learner (SGASTDN) form.

Press NEXT BLOCK and Withdrawal Data tab

icon or Ctrl + Page Dn key. This will take you to the Fees, Mail Submission

.

Applicant Information

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Fees, Mail Submission and Withdrawal Data tab

6.)

In the first block the application fee information is recorded. The second block will show you any additional information on this student, such as if the student was a recruit at one point. The third block can be used if you would like to assign a specific letter to this student. The fourth block records if the student informs us that they plan on attending another institution.

Press NEXT BLOCK

Applicant Information

icon or Ctrl + Page Dn key. This will take you to the Checklist Tab

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Checklist Tab

7.)

This tab shows you any outstanding items for this particular applicant.

Once the item is received and the received date is entered, the item is considered complete. In this case since it is the only item on the checklist, the checklist would be considered complete and ready for review.

Press NEXT BLOCK Comments tab

Applicant Information

icon or Ctrl + Page Dn key. This will take you to the Sources, Interests and

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Sources, Interests and Comments tab

8.)

The source is the answer to the question – How did they hear about CCP? Enter any Interests the student has indicated on the application. The Comments section will be used to track if the applicant has a degree. The code you would select is ADMS. Then TAB to the Comment field you will enter what type of degree (BA, MA.)

Press NEXT BLOCK Attributes tab

Applicant Information

icon or Ctrl + Page Dn key. This will take you to the Contacts, Cohorts and

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Contacts, Cohorts and Attributes tab

9.)

For certain groups an attribute needs to be added when the student applies. Such groups would be Advance @ College and Advance @ Tech. and International students.

Applicant Information

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VIEW TEST SCORES Use this form (SOATEST) to view test data and placement for a particular applicant. You will also see if the student has any waivers. INSTRUCTIONS:

1.)

Navigate to SOATEST. The screen looks like this:

View Test Scores

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Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search. Then press the Enter key. This is a sample screen:

3.)

To view another applicant: Press ROLLBACK

4.)

to enter the next student ID and proceed.

To exit the form: Press EXIT

View Test Scores

icon or the Ctrl + Q key.

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Prior Colleges View This form is used to enter/view information about a person's prior college experience. INSTRUCTIONS:

1.)

Navigate to SOAPCOL.

2.)

Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search.

Press NEXT BLOCK

View Prior Colleges

icon or Ctrl + Page Dn key.

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If college information has been entered for the student, it will appear.

If a transcript has been received a date will appear in the Transcript Received Date field. If the transcript has been reviewed for transfer credit, a date will appear in the Transcript Reviewed Date field. To view the address information about the College, click on the Prior College Address Tab.

View Prior Colleges

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4.)

To view a college for another student: Press ROLLBACK

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or Shift + F7 key to enter the next student ID and proceed.

To exit the form: Press EXIT

View Prior Colleges

icon or the Ctrl + Q key.

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VIEW STUDENT’S BIO/DEMO DATA By accessing SPAIDEN, you are able to see all of the student’s biographical data by clicking on the Biographical tab. INSTRUCTIONS:

1.)

Navigate to SPAIDEN.

2.)

In the Key Block of SPAIDEN, enter the student’s J Number or tab to the NAME field and enter the name of the person you are searching for.

Hit ENTER.

3.)

If the system finds a match, the ID number will appear in the ID field.

Press NEXT BLOCK

icon or Ctrl + Page Dn key.

This will bring you into the SPAIDEN form with tabs that will allow you to access the Student’s Bio/Demo Data.

View Bio/Demo Data

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Notice the tabs across the top of the form. If you click on a specific tab, you will be brought to that form without having to Next Block. Information behind the Tabs is as follows: Current Identification: shows you the Name and record update information Alternate Identification: shows you if the person has had a name change/alternate name or an ID change. Address: shows you the current address information for a person. Telephone: shows you the current telephone information for a person. You can still access SPATELE to see the phone number history for a person. Biographical: shows you the person’s Social Security Number, citizenship, ethnicity, birth date, age, gender, race, etc. You can still access SPAPERS to see the same information. E-mail: shows you the current email address for a person. You can still access GOAEMAL to see all of the person’s email addresses. Emergency Contact: shows you the person’s emergency contact information – if provided.

.

View Bio/Demo Data

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VIEW STUDENT HOLDS SOAHOLD is a form used to view holds on a student’s existing record. The hold information is contained on the Hold Type Code Validation Form (STVHLDD). The Hold Type Code Validation Form specifies how the person is affected by the hold. Hold information is used in the Registration, Academic History, Accounts Receivable and Admissions Modules. Hold descriptions will display to the student in the Self Service Student Product Holds may prevent creation of a new admissions record, registration, graduation, the production of academic transcripts, generation of checks in Accounts Receivable, and prevent students from viewing or receiving grade mailers. INSTRUCTIONS:

1.)

Navigate to SOAHOLD.

2.)

Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search.

Press NEXT BLOCK Ctrl + Page Dn or click on the

View Student Holds

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Once you Next Block and enter the form, you will see the holds for that student. If a Hold has been satisfied (ended), you will not see the date of 31-DEC-2099 in the TO date field. If the Hold has NOT been satisfied, you will see the date of 31-DEC-2099 in the TO date field. This is a sample screen:

4.)

To view a college for another student: Press ROLLBACK

5.)

or Shift + F7 key to enter the next student ID and proceed.

To exit the form: Press EXIT

View Student Holds

icon or the Ctrl + Q key.

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VIEW STUDENT EMAIL ADDRESSES Use the Email Address Form GOAEMAL to view one or more e-mail addresses for any ID. A user can have multiple addresses of the same e-mail address type. Only one address, however, can be designated as the preferred address. INSTRUCTIONS:

1.)

Navigate to GOAEMAL.

2.)

Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search.

Press NEXT BLOCK Ctrl + Page Dn or click on the

icon.

3.)

Once you Next Block, you will be able to see ALL email addresses entered for a student.

4.)

To view a college for another student: Press ROLLBACK

5.)

or Shift + F7 key to enter the next student ID and proceed.

To exit the form: Press EXIT

View Student Email Addresses

icon or the Ctrl + Q key.

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VIEW TEST AND REGISTRATION APPOINTMENTS The purpose of the form GEIIDFN is for viewing what appointments an individual is scheduled for.

INSTRUCTIONS:

1.)

Navigate to GEIIDFN.

2.)

Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search.

Select BLOCK NEXTor Ctrl + Page Dn or click on the

View Test and Registration Appointments

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3.)

You will now be able to see all of the events a person has been scheduled for.

4.)

To view another persons events: Press ROLLBACK

5.)

or Shift + F7 key to enter the next student ID.

To exit the form: Press EXIT

icon or the Ctrl + Q key.

View Test and Registration Appointments

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VIEW STUDENT HIGH SCHOOL RECORDS Use the form to view high school information such as the school name and address and graduation date. INSTRUCTIONS:

1.)

Navigate to SOAHSCH.

2.)

Enter Student’s J number in the ID Block, or type the Name (Last Name, First Name) in the Name Block. If the complete name is unavailable, perform a name search.

Press NEXT BLOCK Ctrl + Page Dn or click on the

3.)

icon.

You will see the high school information that has been entered for the student.

View High School Records

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If a transcript has been received – the Transcript Received Date will be filled in. Graduation date is entered from the application Diploma – enter “HS” for high school diploma “GE” for GED “HM” for home schooled This field is VERY important for FA reasons

5.)

If you need to view another High School for the same person:

Press the NEXT RECORD the next high school.

6.)

To view a high school for another student: Press ROLLBACK

7.)

icon or RECORD > INSERT to access the next blank record and enter

or Shift + F7 key to enter the next student ID.

To exit the form: Press EXIT

View High School Records

icon or the Ctrl + Q key.

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SEARCH FOR A PERSON USING NAME ONLY The purpose of this procedure is to avoid the creation of duplicate records on SPAIDEN by following a set of search procedure standards. The first step needed to avoid duplicate records is to search the database for an existing ID. INSTRUCTIONS:

1.)

Navigate to SPAIDEN.

2.)

In the Key Block of SPAIDEN, tab to the NAME field and enter the name of the person you are searching for (Last Name, First Name).

Hit ENTER.

3.)

If the system finds a match, the ID number will appear in the ID field.

Search by Social Security Number

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If the system finds more than one match, the extended Search box will appear. To the right of the Search Results box will tell you the number of potential matches the system found.

You now have a few options…… You can click on the drop down arrow to see the list of potential matches. This will list the potential matches, including middle name or initial along with ID number.

IF you are able to identify from this list which is the correct match, click that person. Search by Name Only

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If you are NOT able to identify the student, you can refine your search by entering information such as City, State, SSN and Birth date. Once you enter this information, click the magnifying glass on the right of the box.

If a match is found, the ID and name field will populate with the person selected.

5.) Press NEXT BLOCK or Ctrl + Page Dn or click on the

Search by Name Only

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6.)

If the system does NOT find the person in the system, an error message will appear at the bottom of the screen stating that the name is invalid.

7.)

If the system does not find a match – verify the spelling of the student’s name. You may also need to try and search for the student with possible different name spellings. If you are still not able to find the student by using name only, go to GUIALTI and search by Social Security Number.

Search by Name Only

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SEARCH FOR A PERSON BY SOCIAL SECURITY NUMBER The purpose of this procedure is to Search for a person using GUIALTI. INSTRUCTIONS:

1.)

Navigate to GUIALTI.

2.)

You will be brought to a Query form as shown below:

Enter the student’s Social Security Number in the SSN field and hit F8 or the Execute query

icon.

If the student’s Social Security Number has been entered into the system, you will receive results as shown below:

Verify that this is the student you were searching for. If it is, double click in the Social Security Number field. The system will carry over the student’s J Number into the form you were previously on.

CAUTION: Use this search as a secondary means of finding a person. If there is another record in the database, but does not have a Social Security Number or it is different, it will not appear!

Search by Social Security Number

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UPDATE FACULTY ASSIGNMENTS The Faculty Assignment Form is used to enter and maintain the assignment information for a term for a faculty or advisor. Instructional and non-instructional assignments can be maintained on the first two pages of the form. The third page of the form contains the workload summary information and the workload rules and analysis results. The Schedule Form (SSASECT) will also update this form when instructors are assigned to sections. The faculty member must exist on the Faculty Information Form prior to having assignments created. If the message appears “person is not an instructor”, please call the Academic Affairs office at Ext. 8354 and ask that the person you are trying to assign be activated as an instructor for the term (pertains to new hires, credit, non-credit, full-time, part-time and Visiting Lecturers. Note: Workload Calculation has not been activated. The following calculation results appear in this instructional window and are used in the Faculty Load Module: Calculated Workload - WORKLOAD/OVERR WL multiplied by %RES. Instructor Credits - Session credit hours in the Meeting Time Block of SSASECT multiplied by %RES. Weekly Contact Hours - HRS/WEEK from the Meeting Time Block of SSASECT multiplied by the %RES and by %SES. Total Contact Hours for the session for the term - Total meeting period days for the term, minus the excluded meeting days from the Schedule Exclusion Rules Form (SSAEXCL), multiplied by the number of minutes in a meeting period, divided by the duration factor from Faculty Load Term Control Form (SIATERM), multiplied by the %RES, multiplied by %SES. Generated Credit Hours - SESS CRED multiplies by %RES multiplied by the number of student registered in the section. INSTRUCTIONS:

1.)

Navigate to SIAASGN.

2.)

In the Key Block of SIAASGN enter the J number. If you do not know the J number, refer to the Procedures Search for an Existing Person or Perform a Faculty/Advisor Search. Enter a term code in the Term field. If you do not know the term code, double click on the field and select a code from the list of values.

icon or Ctrl + Page Dn key to update or view the Faculty Instructional Press NEXT BLOCK Assignment Information.

Update Faculty Assignments

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SIAASGN cont’d

Weekly Contact Hours Weekly Contract field - HRS/WEEK from the Meeting Time Block of SSASECT multiplied by the %RES and by %SES. Total Contact Hours for the session for the term Total Contract field- Total meeting period days for the term, minus the excluded meeting days from the Schedule Exclusion Rules Form (SSAEXCL), multiplied by the number of minutes in a meeting period, divided by the duration factor from Faculty Load Term Control Form (SIATERM), multiplied by the %RES, multiplied by %SES. Generated Credit Hours Generated Credits field - SESS CRED multiplies by %RES multiplied by the number of student registered in the section. If the instructor is to be the primary instructor, check the Primary Instructor field. If there is a conflict with the instructor schedule for this CRN, click the Override Conflicts field. To assign an assignment types (e.g. overload section) enter the code in the Assignment Type field. If you do not know the code, double click on the field and select a code from the list of values. Press SAVE

icon or press the F10 key.

Press NEXT BLOCK Assignment Information.

4.)

icon or Ctrl + Page Dn key to update or view the Faculty Non Instructional

To enter another Faculty/Advisor ID: Press ROLLBACK

or Shift + F7 key to enter the next Faculty ID and proceed to step #2.

***OR*** To exit the form: Press EXIT

Update Faculty Assignments

icon or the Ctrl + Q key.

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VIEW A FACULTY MEMBER’S SCHEDULE The purpose of the Faculty Schedule Query Form is to give the user an online view of a faculty member's schedule. The form is query-only and will display all the class assignments which the faculty member has been assigned to for the term and ID specified in the key block. This form is accessed via a Count Query Hits function from the CRN field on the Faculty Assignment Form (SIAASGN) or from the Instructor Block of the Schedule Form (SSASECT). INSTRUCTIONS:

1.)

Navigate to SIAASGQ.

2.)

In the Key Block of SIAASGQ enter the J number. If you do not know the J number, refer to the Procedures Search for an Existing Person or Perform a Faculty/Advisor Search. Enter a term code in the Term field. If you do not know the term code, double click on the field and select a code from the list of values.

Press NEXT BLOCK

icon or Ctrl + Page Dn key to view the Faculty Schedule.

3.)

You view the faculty schedule for the term by CRN which also displays the subject, course number, section number, start and end dates, the days of week; by using the scroll bar on the bottom right, you can display The begin and end times ( in 2400 time clock) and the location of the class.

View Faculty Schedules

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To enter another Faculty/Advisor ID: Press ROLLBACK

or Shift + F7 key to enter the next Faculty ID and proceed to step #2.

***OR*** To exit the form: Press EXIT

View Faculty Schedules

icon or the Ctrl + Q key.

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PWAFSEN: PT/VL SENIORITY FORM (QUERY ONLY) The seniority form serves to record work assignments counting toward seniority earned for part-time faculty, part-time librarians, part-time counselors, part-time lab aides and Visiting Lecturers. Using this data, the seniority lists are calculated three times a year (March, July and November) as specified by the Collective Bargaining Agreement. The form is maintained by the Academic Affairs Office and looks like this:

INSTRUCTIONS:

1.)

Navigate to PWAFSEN.

2.)

Type in J number or last name, first name in the ID field and press Enter. If there is more than one person with this last name, first name, a search screen will appear. Select the person’s name whose workload you wish to view (note: be sure name is spelled correctly. Having the social security number available to aid the search will also be helpful).

3.)

Fill in the Year field with 4-digit year you wish to view.

4.)

Fill in Term field. Use FL, SP S1 or S2. Choices are available if you press the “down arrow” icon to the right of the Term field.

5.)

Click on “Next Block”. The ORGS, number of seniority units earned and assignments for the year and term chosen will display. NOTE: if you wish to see the entire work history, leave Year and Term fields blank. Click on Next Block. Scroll down to advance the information.

Seniority Information

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Explanation of Fields:

1.)

Organizations (ORGS): show department (s) in which person has worked and is earning, or has earned, seniority.

2.)

As of Date: show the most recent semester in which seniority has been earned.

3.)

Lab Aide Credit: indicates the number of seniority units earned as P.T. Lab Aide.

4.)

Part Time Credit: indicates number of seniority units earned as P.T. faculty.

5.)

VisLect Credit: indicates number of seniority units earned as Visiting Lecturer.

6.)

CalcDate: latest date seniority calculations were computed (this is done three times a year: March calculations include seniority earned through end of Fall semester; July calculations include seniority earned through end of Spring semester; November calculations include seniority earned through end of Summer II semester.

7.)

Admin Hold Date: administered by Academic Affairs Office. If there is a date in this field, courses cannot be assigned to that individual.

8.)

Type: 1 = P.T. Lab Aide. 2 = all P.T. Faculty (including PT Librarian, PT Counselor, PT Learning Lab Specialist, PT credit and non-credit assignments). 3 = Visiting Lecturer

9.)

Location: Records work assignments.

10.)

Leave: Records Short Term Disability, Long Term Disability, Maternity Leave, or any Paid or Unpaid Leave which by contract puts a hold on losing earned seniority. These are various leaves of absence during which seniority is not earned, but is also not lost.

Seniority Information

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SCHEDULE PROCEDURES SSASECT: To view information about Section Enrollment. A sample screen looks like this:

INSTRUCTIONS:

1.)

Navigate to SSASECT.

2.)

Enter the Semester/Term.

3.)

If you know the CRN, type it in, then “next block”. Go to “options” – enrollment to see enrollment for the section. Hit “next block” to see the time/days/rooms for a section. Hit “next block” again to see the faculty name assigned to the section. OR If you do NOT know the CRN and wish to find it, double click in the blank CRN field. This takes you to SSASECQ, the query form for schedule.

Schedule Procedures

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3a.)

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A sample screen looks like this:

Type in, for example, ENGL 101, under Subject/Course, then press F8 to execute the query. This will bring up a list of all ENGL 101 sections for the semester. You can then scroll through each one. If you wish to see a list of all Distance Education classes, type under Campus “DIS” and press F8 to execute the query. This will bring up a list of all campus “DIS” classes. You can then scroll through each one.

3b.)

A sample screen looks like this:

Schedule Procedures

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SSADETL

4.)

While in SSASECT (with term and CRN filled in), hit “next block”, then go to “options” and press SSADETL. Press “options” again to see the choices: -

Section Links Corequisites Fees Attributes Block Schedules

This is a sample screen:

Schedule Procedures

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SSARRES

5.)

While in SSASECT (with term and CRN filled in), go to “options” and press “Schedule Restrictions SSARRES”. Press “options” to see the choices: - Major - Class - Level - Degree - Program This is a sample screen:

Schedule Procedures

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SSAPREQ

6.)

While in SSASECT (with term and CRN filled in) press “next block”. You will see the Subject – Course – Title and a box for “CAPP area prerequisite” Press next block to “Section test Score and Prerequisite”; OR “next block” to “Section area prerequisite”. This will show you the CAPP area prerequisite for the section. This is a sample screen:

Schedule Procedures

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SMAAREA:

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Banner End User Documentation

To view the complete CAPP area prerequisite.

Type the name of the CAPP area you wish to view (ie PRQENGL101) Tab once. Type in the term you wish to view (ie 200710) Tab once. Next block to General Requirements. Go to “options”. Select “attach courses/attributes to area”. This is a sample screen:

Schedule Procedures

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REGISTRATION HISTORY The SFARHST form displays registration history for a student for all the courses for which he/she is currently registered. It shows current semester course and any future semesters for which the student is registered. It shows drop and added courses, Mid-term grades, etc. INSTRUCTIONS:

1.)

Navigate to SFARHST. The screen looks like this:

2.)

Tab to the field with the student’s name. Enter last name, first name, and  the enter key. Click on the Next Block icon. If the student name is found and the student has current registration, the student information will appear on the screen. For example: The Mid-term grades will be displayed for those courses whose instructors have submitted the grades.

Registration History

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General Student Summary The General Student Summary form lists the history of General Student records (SGASTDN) displaying the following: from term, to term, student status, student type, student residency code, academic standing by term, program by term. INSTRUCTIONS:

1.)

Navigate to SGASTDQ.

2.)

Enter the J number and then press the Enter key. Click on the Next Block icon. A summary of the student’s term information will display. When there is more than one term, the scroll bar on the right will be active. The highlighted Field of Study line relates to the highlighted line in the Student summary section. A sample screen looks like this:

3.)

Press ROLLBACK ***OR*** To exit the form: Press EXIT

View Student Summary

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VIEW STUDENT’S ADVISOR The Multiple Advisors form lists the advisors for a student by term.

INSTRUCTIONS:

1.)

Navigate to SGAADVR.

2.)

At this time this form is not being used. When a decision is made regarding the advisor assignment process, documentation will be created. This is a sample form:

3.)

Press ROLLBACK ***OR*** To exit the form: Press EXIT

View Student Advisor

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VIEW STUDENT TRANSFER CREDITS SHATRNS lists the transfer institutions that a student previously attended. INSTRUCTIONS:

1.)

Navigate to SHATRNS.

2.)

Enter the J number. Click the down arrow by Transfer Institution Number and Attendance Period Number. Then click the Next Block icon. This is a sample screen:

3.)

If the student has transfer data, the details for that Transfer Institution and its corresponding Attendance Period will display. To view the detailed information for that record, click Options for the following choices: Transfer Course Detail, Attendance Period GPA Calc, and Transfer Articulation Detail.

View Transfer Credits

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4.)

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If there is more than one course to view, the scroll bar on the right will be active, as in the sample below:

View Student Transfer Credits

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5.)

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From this window, the option to select Attendance Period GPA will be available for selection: And will look like this:

View Student Transfer Credits

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6.)

Once the student’s transfer information has been rolled to academic history, it is no longer viewable through Transfer Articulation Detail (SHATAEQ). This is a sample screen.

7.)

To view the information, use the Student Data Form (SWASTDF).

View Student Transfer Credits

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VIEW STUDENT COHORTS and ATTRIBUTES This form displays student attributes, which are pieces of information about a student. (The college is not using Cohorts). Placement levels and program placement were created as attributes but are now stored on SOATEST. Examples of attributes are ITNL (International Student) and TRIO. Attributes can be term-specific and end, or they may remain on the student’s record. INSTRUCTIONS:

1.)

Navigate to SGASADD. The screen will look like this:

2.)

You can enter either the J number or tab to the name block and enter their last name, first name and then press the Enter key.

3.)

Select Block, Next to the Student Attribute block to view the attribute and their “From Term” and “To Term” information.

View Cohorts and Attributes

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VIEW STUDENT SCHEDULE INSTRUCTIONS:

1.)

Navigate to SFAREGQ. The screen will look like this:

2.)

Enter the term, J number or name (skip Registration Date Range) and press the NEXT BLOCK icon. Remember that it may be easier to access a student’s schedule from the Student Information Menu in Banner Self-Service.

View Student Schedule

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VIEW ACADEMIC HISTORY by TERM INSTRUCTIONS:

1.)

Navigate to SHATERM. The screen will look like this:

2.)

When the form is displayed, enter the J number or the name (Last Name, First Name).

3.)

Enter the Level Code or select it from the drop-down.

4.)

Enter the term (spring 2006 =200610) that you want to check out. If you want to see all terms, leave the Start Term field blank and press Next Block once. The information for the current term will be displayed. Press Next Block to view other terms course history in sequence.

5.)

The first form (Current Standing Block) displays academic standing, GPA, and other academic information. Click the Next Block icon.

View Academic History by Term

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6.)

The next form is the Term GPA and Course Detail Information: The screen will look like this: (note: the ID and Name have been removed (FERPA))

7.)

To view other terms, move the scroll bar up or down. TR as a grade means transferred.

View Academic History by Term

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VIEW ACADEMIC HISTORY by SUBJECT INSTRUCTIONS:

1.)

Navigate to SHASUBJ. The form looks like this:

2.)

Enter the J number or Student Name (Last Name, First Name)

3.)

Enter the Level. (CR or NC). If the student has only one level of coursework, that level will default in the key block.

4.)

Enter the Start with Subject (if you don’t enter one, the query will start from the first term attended.)

5.)

Click the Next BLOCK icon to view the information.

View Academic History by Subject

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VIEW STUDENT DEGREES INSTRUCTIONS:

1.)

Navigate to SHADEGR. The form looks like this:

2.)

Enter the J number or Name (Last Name, First Name).

View Student Degrees

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3.)

3a.)

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You will then need the Degree Sequence. If you do not know it, click on the Arrow. This will put you in a search screen that looks like this:

If there are additional degrees, you can click on the Next Block icon to display the Curricula Summary.

View Student Degrees

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VIEW SUMMARY OF COURSES COMPLETED This form is used to view a student’s credits and grades, either for a particular semester or entire academic career. INSTRUCTIONS:

1.)

Navigate to SHACRSE.

2.)

This is the screen that will appear:

3.)

Enter the J number or Name (Last Name, First Name).

4.)

Enter the Term in the TERM box to display courses for a specific term or leave it blank to display the student’s history. Click the Next Block icon.

View Courses Completed

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5.)

This is a sample of what will appear:

6.)

If you are viewing the student’s entire history, you will see that the courses are listed beginning with the most recent semester of history. Use the scroll bar to view additional courses if necessary.

View Courses Completed

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VIEW REGISTRATION ACTIVITY This form will display all activity for each course of a student’s registration (i.e., adds and drops for each course). INSTRUCTIONS:

1.)

Navigate to SFASTCA. The screen will look like this:

2.)

Enter the Term in the TERM box to display courses for a specific term or leave it blank to display the student’s history.

3.)

Enter the J number or Name (Last Name, First Name). Click on the Next Block icon. The screen will look like this:

View Registration Activity

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VIEW ACADEMIC STANDING This form displays Name, Banner ID, level (credit or non credit), program, etc. for students who have been admitted to the College.

INSTRUCTIONS:

1.)

Navigate to SGASTDN. The screen will look like this:

2.)

Enter the J Number or tab to the field with the student’s name. Enter last name, first name, and  the enter key. Click on the Next Block icon.

View Academic Standing

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3.)

The Options menu provides access to information regarding various student information. Some options are not available until a J number and name have been entered and the Next Block icon has been clicked. This is what it looks like:

4.)

The various tabs allow you to have information you most often use quickly. They look like this:

Note: They will not be grayed out once information has been entered.

View a Class Roster

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VIEW OR PRINT A CLASS LIST INSTRUCTIONS:

1.)

Navigate to SWRSLST. The screen will look like this:

2.)

For more information on how to run this, please see the Academic Computing Center.

View a Class List

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VIEW AN INTRUCTOR’S CLASS ROSTER INSTRUCTIONS:

1.)

Navigate to SWASLST. The screen will look like this:

2.)

Enter or Select the term. Press the Tab key.

View a Class Roster

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3.)

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Enter or Select the CRN. Click the Next Block button to see the information. A sample screen looks like this:

View a Class Roster

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CUMULATIVE ACADEMIC HISTORY by LEVEL INSTRUCTIONS:

1.)

Navigate to SHAINST. The screen will look like this:

2.)

Enter the J number. Or Name (Last Name, First Name). Press TAB

3.)

Enter the desired Term and click on Next Block icon.

Cumulative Academic History by Level

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Internet Native Banner (INB) Helpful Hints •

Options Menu – Most Banner forms have an options menu. Often, the options change once you have a student’s Banner I.D. (J Number) and name on the form.

•

Click on the Rollback icon to clear the information that appears on most fields.

•

Always use the navigational menu and icons bellow the ADDRESS window. Ignore the icons and menu that appear before the Address window.

•

Remember, if you cannot see the blue X to exit INB, go to the File menu and click close or exit. You may have to do this more than once.

•

Once you have opened one or more Banner forms, you can go back to them by clicking on the File menu.

•

Whenever “Term Code, press List for valid codes.” Appears at the bottom of the screen, it means that you must click on the “Next Block” icon.

•

If the bottom of the screen reads “Enter a query, pressF8 to execute”, it means that you must press the F8 key to obtain the information that you are seeking.

Helpful Hints

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TROUBLE SHOOTING Problem: User is unable to log-in using their username or password.

Solution: 1. Check INSTANCE page, Staff Page, or MyCCP Front page to see if Banner is down. Banner is usually down Sundays from 6am-1pm. 2. Make sure that CAPS LOCK is not on. Usernames and passwords are case-sensitive and they are never capitalized. 3. Check if you are logged into Novell. 4. Make sure you are logging in with your Banner password and not your Novell password. They are two different passwords. 5. Make sure you using Internet Explorer version 6 or higher. 6. Call the Helpdesk on x6000 (inside the College) or 215 496 6000 (outside of the College).

Problem: Forgotten Password

Solution: If a user is unable to log into their Banner account because they forgot or lost their Banner password, request password reset by sending email message to [email protected] giving your name, username, phone where you can be reached, and Instance you need to log in to.

Problem: Account Expired

Solution: Send email to [email protected] giving your name, username, phone where you can be reached, and Instance you need to log in to.

Trouble Shooting

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FREQUENTLY ASKED QUESTIONS Question: What is the big empty browser window that stays there when I log out of INB?

Answer: Two processes are running in the same window. The first is a Java application that usually just displays a big gray box. After you log into Banner, the form application is what you see in the browser. When you exit INB, your browser window will stay open with a large empty space (the Java application). You can close the empty browser box by clicking on the X in the upper right corner.

Question: How many Banner sessions can I open simultaneously?

Answer: If you are using Internet Explorer, you may run multiple sessions if you start Internet Explorer multiple times, as each INB session must have its own instance of Internet Explorer running.

Question: What’s the little icon located in the system tray of my PC that looks like a steaming cup of coffee?

Answer: This is the symbol for Java, a language produced by Sun Microsystems used to develop Applications. Oracle JInitiator, the software used to run Internet Native Banner, is written in Java.

Frequently Asked Questions

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