Banner Student Information Access General Query of Student Information. Table of Contents

Transcription

1 Training Guide for Student Information, Schedule, and Academic History (R1, R44, R50) SCT Banner Version 7 Winter 2007

2 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 SFASLST Class Roster Form...13 R44 Course Overrides SFASRPO Student Registration Permit Override Form...15 R50 Academic History SHADEGR Degrees and Other Formal Awards Form...16 SHATERM Term Sequence Course History Form...17 SHASUBJ Subject Sequence History...17 SHASUBJ Subject Sequence History...18 SHACRSE Course Summary Form...18 SHATRNS Transfer Course Form...19 APPENDIX A Family Educational Rights and Privacy Act Revised January 2007 Page i

3 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 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. Revised January 2007 Page 1

4 Using Keystrokes for Data Entry in Banner Revised January 2007 Page 2

5 R1 - GENERAL PERSON INFORMATION SPAIDEN Identification Form Locate names, including former names, and addresses. Select the appropriate tab to view telephone numbers, demographic information, 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 Revised January 2007 Page 3

6 Address Types: The following table details the most commonly used address types used by the College: Address Type Code Address Type Description AC Academic Release to Parents Information may be discussed/shared with parents/legal guardians concerning academic performance. B2 Business 2 Used when there is a need to maintain more than one business or work address for an entity B3 Business 3 Used when there are more than two business or work addresses that need to be maintained BI Billing Used for billing purposes only and is maintained by the Bursar s office BU Business Primary work address for an entity CR Campus Residence Hall On-campus residence hall location for a student and is maintained by Student Residence Life CS Campus Station Box On campus PO box for a student and is maintained by the Campus Post Office FN Financial Release to Parents Information may be discussed/shared with parents/legal guardians concerning financial information IN Initial Address First address College receives for a prospective student. Entered by the Admission Office and may only be corrected, not changed. JH Jud/Honor Release to Parents Information may be discussed/shared with parents/legal guardians concerning judicial/honor code investigations and/or actions LC Local/Off Campus Used for students living off campus in the Williamsburg area MA Mailing Used as the primary student address for many William and Mary processes. All students must have an MA address type PR Permanent Can be used when it differs from MA address SA Study Away Used for William and Mary students studying at other institutions and is maintained by Global Education and University Registrar s Office TE Temporary 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. TELEPHONE NUMBERS SPAIDEN - Alternate Identification tab 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. Revised January 2007 Page 4

7 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. ADDRESSES Select the tab to display the student s addresses. All students must have a William & Mary , which is the preferred address and can be viewed on the web. You may see personal addresses of students if they provided them to the College at the time of application. SPAIDEN - tab Revised January 2007 Page 5

8 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 Stops Transcript Receipt Code Description Stops Registration Stops Graduation Accounts Receivable AV Academic Advising Hold Y Y Y Y CA Collection Agency Y Y Y Y N DA Dean of A & S UG Hold Y Y Y Y DB Dean of Grad Business Hold Y Y Y Y DE Dean of Education Hold Y Y Y Y DG Dean of Grad A&S Stds Hold Y Y Y Y DL Dean of Law School Hold Y Y Y Y DM Dean of Marine Science Hold Y Y Y Y DS Dean of Students Hold Y Y Y DU Dean of UG Business Hold Y Y Y Y FA Financial Aid Office Hold Y Y Y Y GO Global Education Office Hold Y Y Y Y Y HC Health Center Hold Y Y Y Y Y IM Immunization Hold Y Y Y Y IT Information Technology Hold Y Y Y Y Y LB Swem Library Hold Y Y Y Y Y LV Internal-Does Not Hold Reg Y NS New Stdnt Reg Later Date Y Y P1 Perkins Overdue Loan Hold Y Y Y Y P2 Perkins Prom Note Hold Y Y Y Y P3 Perkins Exit Hold Y Y Y Y PO Post Office Hold Y Y Y Y PS Parking Services Hold Y Y Y Y Y RD Res Life Rm Damage Dep Hold Y Y Y Y S1 Student Accounts - R Hold Y Y Y Y Y S2 Student Accounts - NR Hold Y Y Y Y SA Student Affairs Office Hold Y Y Y Y TV Internal-Does Not Hold Reg Y UR University Registrar Hold Y Y Y Y Web Display Revised January 2007 Page 6

9 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 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 Revised January 2007 Page 7

10 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 Revised January 2007 Page 8

11 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 Description CRN Course Reference Number each section course will have a unique, identifying CRN, which is a one up number assigned when the course is created. Subj Code /Crse Num/Sec Subject of the course and Course Number and Section Number Status Course enrollment status (RW = Web Registered, RE = Registered by Admin Office) Days/Times Indicates days the course meets/ Indicates the time of the course Part of Term 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 Campus attached to course Grading Mode How course is grades (S= Standard A-F, P=Pass/Fail, A=Audit) Bldg/Room Location of course Credit Hours Indicates number of hours student is registered for by term Instructor Name 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) Revised January 2007 Page 9

12 R1 - COURSE INFORMATION SSASECQ Schedule Section Query Form SSASECQ Schedule Section Query Form 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) Field Description Part/Term Indicates dates of the course based on the part of term assigned to the course. CRN 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 Subject of the Course Course Course number Section Section number Status Active, Inactive or Cancelled Campus Campus where course is taught Title Schedule Type Schedule Type such as lecture, seminar, lab, independent study, etc. Link Identifies linked courses Cross List Code that indicates course is cross listed with another Enrollment Maximum Maximum number of students allowed to enroll Actual Actual number of students enrolled = Number of seats remaining Revised January 2007 Page 10

13 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 ) 2. From the home page, locate the Resources Channel, Academics. Select Class Schedule. Revised January 2007 Page 11

14 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 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. Revised January 2007 Page 12

15 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 Revised January 2007 Page 13

16 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. Revised January 2007 Page 14

17 R44 COURSE OVERRIDES SFASRPO Student Registration Permit Override Form Enter the Term and Student ID. Perform NEXT BLOCK. Used by faculty (and some administrators) to provide permission for a student to register for a course. An instructor or department chair (or the designate) can override a number of things so students can register themselves. This online permission took the place of the paper Permission Form, or as it used to be called, the blue slip. Once the permission is granted on this Banner form (or through the Faculty Self Service product) the student bears the responsibility to register, settle holds, resolve other scheduling conflicts, etc. SFASRPO- Student Registration Permit Override This relieves the need for paper, lines, and all of the issues that made students think they were registered when they were not. The bottom of the form shows the student s current schedule for the term entered in the KEY BLOCK. Permit Override Types Permit override types and specific restrictions are detailed below: The INSTR (Instructor) permit overrides: Links, Co-requisites, Pre-requisites, Special Approval, Major, College, Level, Class, Degree, and Program restrictions The DEPT (Department Chair) permit overrides: Duplicates, Links, Co-requisites, Pre-requisites, Special Approval, Major, College, Level, Class, Degree, and Program restrictions The MAX permit overrides the maximum capacity of a course, or closed course How to Process A Permit Override: 1. On SFASRPO, enter the Term and student ID in the KEY BLOCK. If you do not know the student s ID, you can search by name by selecting the drop down arrow next to the name field. 2. Select the NEXT BLOCK function 3. In the Permit field, enter the type of permit (i.e. INSTR, DEPT, or MAX) In the CRN field, enter the CRN for the course. If the override is more general, enter the subject code and course number in the appropriate field and SAVE. Revised January 2007 Page 15

18 R50 ACADEMIC HISTORY Several forms can be used to query information about a student s academic history, including courses taken, grades, and degrees earned. SHADEGR Degrees and Other Formal Awards Form Enter the Student ID and Degree Sequence Number. In order to determine the Degree Sequence number, select the drop down box arrow, which will take you to SHADGMQ Degree Summary. The key block on SHADGMQ now includes fields you can query on to find the degree sequence you are looking for. If you put in a term, chances are you will not get the results you are looking for. Remove the term from the Key Block, and perform NEXT BLOCK. Select the degree sequence number you wish to view. View the degree a person is either currently pursing (Status = Sought), if they have applied for graduation (Status = Applied), or has already completed (Status = Conferred). A student may have more than one SHADEGR record. The Degree Seq.# at the top of the form indicates which degree information the form is displaying. The form has tabs that allow you to view degree information about the degree sequence you selected in the key block. SHADEGR Learner Outcome tab Notice the following tabs: Learner Outcome displays the degree and graduation information and also gives you a preview of curriculum and field of study. Curricula displays the curriculum and field of study tabs like on SGASTDN. Dual Degree displays dual degree information Honors displays the same information you previously accessed with the Options menu Revised January 2007 Page 16

19 Institutional Courses displays the same information you previously accessed with the Options menu, minus the horizontal scroll bar Transfer Courses displays the same information you previously accessed with the Options menu, minus the horizontal scroll bar Non-Course Work displays the same information you previously accessed with the Options menu Course Attributes displays course attribute information when you are in the attribute field inside of the Institutional Courses or Transfer Courses tab. SHATERM Term Sequence Course History Form Enter the Student ID and Level. Then Perform a NEXT BLOCK to see a student s history by term. The section entitled Current Standing shows First and Last term attended, academic standing, cumulative institution, transfer, and overall GPAs. Perform another NEXT BLOCK to view specific term information. For each term, the term GPA is shown at the top and the courses taken for the term are listed at the bottom. Use the scroll bar in the Term GPA section to move to the next term in the student s course history. You can view both institutional and transfer coursework. SHATERM First Block Revised January 2007 Page 17

20 SHASUBJ Subject Sequence History Enter the Student ID and Level. Then Perform a NEXT BLOCK to see a student s history by subject code. The section entitled Current Standing shows First and Last term attended, academic standing, cumulative institution, transfer, and overall GPAs. SHASUBJ Subject GPA and Course Detail Information SHACRSE Course Summary Form Perform another NEXT BLOCK to view courses by subject. Courses are organized by institutional courses and by transfer courses. Also, a cumulative GPA for this subject is displayed. This is great for determining Major GPA. Shows both institutional and transfer credit. Enter Student ID. Perform NEXT BLOCK. View all the institutional courses a student has taken. View course details by selecting the icon to the left of the course. You can query this form to locate a specific course. SHACRSE Course Summary Revised January 2007 Page 18

21 SHATRNS Transfer Course Form This form is used to view a student s transfer work by transfer institution and by attendance period. A student can have more than one attendance period for an institution. Enter Student ID, Transfer Institution Number and Attendance Period Number (use the magnifying glass if unsure). NEXT BLOCK three times to see W&M equivalent courses accepted from the institution. SHATRNS Transfer Course Information (1 st &2 nd blocks) SHATRNS Transfer Course Detail (3rd block) Revised January 2007 Page 19

22 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. Revised January 2007 Page 20

23 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 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 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: Revised January 2007 Page 21

24 Code Description Details AC Academic - Release to Parents Information may be discussed/shared with parents/legal guardians concerning academic performance, including grades, academic warning, academic probation, and required FN JH Financial - Release to Parents Jud/Honor - Release to Parents 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 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. Revised January 2007 Page 22