Internet Native Banner (INB) Workshop

Internet Native Banner (INB) Workshop Objective: Learn to identify and navigate some of the primary Banner Student forms in INB to view student records. Workshop is geared toward undergraduate academic advisors but may also be helpful to faculty and staff who need an overview and want to know how to access student records. New Users - To Request INB Access Complete Banner Student Account Request Form: http://www.etsu.edu/oit/forms/default.asp Login at GoldLink Portal: http://www.etsu.edu/goldlink INB option accessible thru Employee or Advisor options (INB only available on-campus) Note: GoldLink is much easier to navigate and has most of the information an advisor will need to advise in the Advising Summary option. (See GoldLink Tutorial) Revision Date: March 2017

Getting Started 1. Request access to academic records using GoldLink and Internet Native Banner accounts. Have executive aide assist you in completing Banner Student Account Request Form: http://www.etsu.edu/oit/documents/banner_student_account_request_form1.1.pdf Section 2: Please discuss required access needed to advise students with your departmental chairperson and/or executive aide. Will you be issuing course permits? If you are advising, you should have an INB and also check the 3 rd box in section 2 for access to Advisor Information in GoldLink. 2. Attend Banner and Advising Workshops sponsored by Office of Undergraduate Student Advisement: /advisors/workshop.php 3. Attend Degree Works Training: http://www.etsu.edu/reg/degreeworks/default.php 4. Complete additional advising training thru your college or departmental office. 5. Attend Academic Advisement Council each month (a must for advisors and those who work with students and student retention) /advisors/aacm.php 6. Read and file emails from Office of (hooven@etsu.edu or advisement@etsu.edu ) 7. Get to know your resources. Good advising includes using your resources and is a continuous learning experience. o Office of : Teresa Williams, Director of University Advisement and Suzy Hooven, Information Research Technician I o Your departmental website o ETSU Online Catalog: http://www.etsu.edu/reg/catalog/undergraduate.aspx o Graduation Office and Analysts: http://www.etsu.edu/reg/graduation/analyst.php o General Education Review Committee: https://www.etsu.edu/reg/graduation/genedreview.php o ARC one-stop-shop for Academic Support and Service needs http://www.etsu.edu/arc 8. NACADA: https://www.nacada.ksu.edu/ Revision Date: Aug. 2017 2

Table of Contents Internet Native Banner (INB) Training FERPA.................................... page 4 Firstmate.................................... page 4 Glossary of Banner Terms.................................... page 5 Function Keys.................................... page 6 This handout is a quick overview of the following Banner Student INB forms. There are many other forms available. SOAIDNS Student Search form.............................. page 7 SPAIDEN - Student demographics (address, gender, DOB, citizenship, ethnicity, marital status, etc.).............................. page 8 SAAADMS Student application information (Date applied, entry term, major, residency status, letter of good standing, etc.).............................. page 9-11 SAADCRV Admissions decision............................... page 12 SGASTDN General student.............................. page 13-15 SZAADEF Academic Deficiency Summary (Learning Support)............................... page 16 SOATEST Test Score Information (Learning Support, ACT/SAT, GRE, Compass, etc.).................... page 17 SHACRSE (ETSU work) and SZACRSE (all coursework)................ page 18 SZATELS TELS student eligibility...............................page 19 SOAHOLD Hold information...............................page 20 SOAHOLD HOW TO END ADVISEMENT HOLD.........................page 21 SPACMNT Person comment (advisement documentation, substitutions, general education exceptions, block transfer evaluations, course waivers, etc.)...............................page 22 SHATRNS Transfer course information (see Banner Self-Service transcript for easier access)...........................page 23 SOAPCOL Prior college (previous degrees)................................page 24 SFASRPO Registration permit override HOW TO ISSUE A PERMIT..........page 25 GUISRCH General search (email) page 26 List of Other INB Forms.............................. page 27-30 Revision Date: Aug. 2017 3

Family Educational Rights and Privacy Act (FERPA) Internet Native Banner (INB) Training The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. Note: Advisors and other university officials have a right to access educational records if performing a task or function which constitutes a legitimate educational interest. However, this information may not be released to third parties without the written consent of the student. All third party requests are to be addressed to the Office of the Registrar. (423-439-4230 or registr@etsu.edu) For more information: http://www.etsu.edu/reg/records/ferpa.aspx First Mate Access (FERPA waiver process) First Mate process allows students to grant parent, spouse or another person view only access to specific GoldLink pages. Setting them up in First Mates allows designee to use a special login and password to view financial and academic information. The student can add and remove access at any time. This process also allows advisors and others to discuss academic concerns with parents or other designees if the student has authorized this in GoldLink thru First Mate Process. The student creates a Passphrase for their first mate during the setup process. You can view and verify passphrases on GPAPRXY in INB or on the Advising Summary in GoldLink. First Mate Tutorial how to determine if a student has a first mate authorized: http://www.etsu.edu/firstmate/stafftutorial.aspx Having problem with First Mate Access? Send an email to firstmate@etsu.edu Revision Date: Aug. 2017 4

Banner may be accessed in two different ways: Internet Native Banner (INB) Training GoldLink internet based, utilized by students, advisors, staff, and faculty Internet Native Banner (INB) database where information is viewed, entered and is navigated thru the use of forms Glossary of Banner Terms: Term = denoted by year and number of month term begins Examples: 201710 = Spring 2017 = Academic term that begins January (1 st month =1) with 0 added to end 201750 = Summer 2017 = First summer academic term that begins May (5 th month =5) with 0 added to end 201780 = Fall 2017 = Academic term that begins August (8 th month=8) with 0 added to end Parts of Term terms that do not fall within the standard 15 week calendar 5 week, 7 week, Winter, etc. Time Ticketing process that issues a day/time for a student to register for classes in GoldLink each spring and fall Alternate Pin process developed which allows student to register earlier than their assigned time ticketing such as students with disabilities, honors students and athletes (SPAAPIN). Banner Student contains academic records for students. PROD production TSTH, BANT testing environments before processes and programs are implemented in Banner production. TEST census environment for student date each semester. Web Tailor program that allows some visual changes in GoldLink to individualize the look and feel of GoldLink for each university. Form information in INB is organized by forms. Student forms begin with S letter. Form names = 7 alpha characters Query a {Q} after a form name indicates you only have view or query rights. See the top line of your INB for the form in question (Example: Oracle Developer Forms Runtime Web: Open SOAHOLD {Q}). This indicates you only have query for SOAHOLD. Validation Table form that lists all options for that specific drop down menu Revision Date: Aug. 2017 5

Function Keys for High-End Users Clear Field Ctrl + U Clear Form Shift + F7 Display Error Shift + F 1 Display Navigation Window F5 Exit Ctrl + Q LIST F9 Next Block Ctrl + Page Down Previous Block Ctrl + Page Up Previous Field Shift + Tab Print Shift + F8 Scroll Down Page Down Scroll Up Page Up Update Record Ctrl + U Revision Date: Aug. 2017 6

You may search for students from most forms. SOAIDNS is the primary person search detail form which identifies additional information that will help identify student(s). SOAIDNS Person Search Detail Case sensitive Enter student s last name (enter first name for more narrow search) If not sure of spelling type as much of name as you know and then % (% is a wildcard and will include all possibilities with the information you have typed) Choose Query and then Execute (or use Execute Query Icon) Student information will display (use next block and scroll options) o Several name options may appear o Address details located in address details block o Curricula Summary block will also display with degree/major Revision Date: Aug. 2017 7

SPAIDEN General Person Identification Student information: name, address, phone, email (use TABS) Revision Date: Aug. 2017 8

SAAADMS Admissions Application Application status and application decision Admissions Application Decision Codes (STVAPDC) Examples A AA CA DN RJ X Accepted Unconditional (student may still have Learning Support requirements) Changed to Unconditional Cancelled Application Did Not Enter Rejected Conditional Acceptance (usually waiting on final HS Transcript) Revision Date: Aug. 2017 9

SAAADMS Student Application Information Term driven, checklist, application status, application decision, etc. Application Decisions: Conditional acceptance Pending final high school transcript and high school graduation or pending final transfer transcript. Unconditional acceptance Student may still have required Learning Support requirements separate from admissions. Did Not Enter if student decides to enter ETSU at a later term, student will need to contact admissions to update term and application Cancelled student has decided to attend another school or is postponing admissions Revision Date: Aug. 2017 10

SAAADMS - continued Curriculum (TAB) includes catalog year and program of study Revision Date: Aug. 2017 11

SAADCRV Admissions Decision Revision Date: Aug. 2017 12

SGASTDN General Student Record Check: Student status = Active Student must be active to register for classes. See validation table for other status codes (use drop down arrows when available) Note: Red arrow indicates the validation table (STVSTST). This form will give a larger view of code and description. See next page for a screen shot of the STVSTST validation table which describes codes etc. Revision Date: Aug. 2017 13

STVSTST - Validation Table for Student Status Codes Internet Native Banner (INB) Training Revision Date: Aug. 2017 14

SGASTDN (continued) Graduation Status: Choose Academic and Graduation Status, Dual Degree TAB Revision Date: Aug. 2017 15

SZAADEF Academic Deficiency Summary (Learning Support) Call the University Advisement Center for assistance: 439-5244 This form indicates the student s academic deficiencies. The Advising Summary in GoldLink is easier to use and review Learning Support Requirements. Learning Support placement students who have ACT subscores < 18 (or comparable SAT subscores) in writing and < 19 (or comparable SAT subscores), reading and/or math are required to complete Learning Support. If a student has a Learning Support reading or writing requirement (as noted on SZAADEF- general education courses with L section), please contact the University Advisement Center (UAC) located in the ARC at 423-439-5244. UAC should be advising these students because of testing and assessment procedures. If a student has math ONLY requirements the major advisor will advise the student. a. Adult students without ACT/SAT scores are required to take an assessment in Reading, Writing and Math b. Transfer students who have not completed college level English and Math courses will be required to take an assessment in that area. Registration error messages in GoldLink indicating Pre-Req or Test Score error can mean: 1.) student does not have prerequisite for course OR 2.) that student has not completed Learning Support courses required for this course or 3.) transfer student needs to take assessment to determine placement. PLEASE BE CAREFUL WHEN GIVING PERMITS PERMITS WILL ALSO OVERRIDE LEARNING SUPPORT REQUIREMENTS. Please contact the University Advisement Center at 423-439-5244 if in doubt. Revision Date: Aug. 2017 16

SOATEST Test score information ACT/SAT, GRE, Compass, Learning Support Program Requirements), Toefl, Exit Exam, Major Field tests, etc. Test Score Codes for Learning Support Banner calculates Best Score for Learning Support Placement for students with multiple ACT or SAT scores. The Best ACT Score selects the best score from multiple ACT tests and places students accordingly. SOATEST indicates initial placement. Please see SZAADEF for actual requirements. Note: The codes in INB Banner (SOATEST) still say DSP Developmental test scores = 4 indicates student is college-level with no Learning Support requirements. The other codes indicate the following requirements. For more information please visit: http://www.etsu.edu/uac/learningsupport/default.php Developmental Studies Writing or Reading < 4 --- student should be advised by University Advisement Center Developmental Studies Math = 3 Student has option to take Math1530 (L Section) - L section indicate Learning Support (Developmental Studies) for this section student needs a permit from the University Advisement Center If SOATEST does not have a test score for Developmental Studies Math, Reading and Writing or is BLANK --- please contact the University Advisement Center at 439-5244. Revision Date: Aug. 2017 17

SHACRSE ETSU Course Summary/course history SZACRSE shows all course history (ETSU and Transfer) Internet Native Banner (INB) Training Summary of ETSU courses completed by student. Leave term blank to include all semesters or request semester by semester. Can query form using subject, term, level, etc. Revision Date: Aug. 2017 18

SZATELS Lottery Scholarship TELS Student Eligibility Form (have student contact financial aid or Scholarship Office for more information) Revision Date: Aug. 2017 19

SOAHOLD there are various types of holds that impact different functions. Advisement and orientation holds prevent registration. Graduation holds note missing requirements and only prevent graduation. http://www.etsu.edu/reg/registration/studentholds.php Placing a hold in Banner INB Students can view holds in GoldLink. Not all departments have authority to issue holds. Note: A {Q} after SOAHOLD (very top line of form) indicates query or view only. Next block into Hold Details Click on drop down menu in Hold Type Choose type hold (security will limit your options) Select type hold from list Choose OK Enter Reason if applicable DO NOT USE RELEASE INDICATOR Once you save your hold your username will appear in the box next to the release indicator Enter from date (if different than today s day which is auto populated) Enter to date (if different than end-of-time date which is auto populated 31-Dec-2099 Origination code: pending may be your area/department SAVE Verify hold Rollback using (see arrow) Next block Verify hold R O L L B A C K Revision Date: Aug. 2017 20

SOAHOLD HOW TO END/RELEASE AN ADVISEMENT HOLD (Advisors may also release holds in GoldLink under Advising Summary option) Advisement and orientation holds are created for new students when student is admitted. Advisement holds for continuing students are created and posted on SOAHOLD by the Office of Undergraduate Student Advisement about 3 weeks prior to registration in spring and fall. SOAHOLD permits major advisors to end advisement holds after advising their students. To END hold: Go to SOAHOLD Enter Student ID Next block into Hold Details Change To date to today s date (shortcut enter T and press enter) o To Date must be equal to or greater than from date Save changes Rollback, next block and check changes For questions about Orientation requirements have student contact New Student Programs at 439-8452 or orientation@etsu.edu Example of UA (Undergraduate Advisement Hold) and SO (Orientation Required Hold). Revision Date: Aug. 2017 21

SPACMNT Person Comments (NOTES) Course substitutions, block transfer analysis results, administrative note, etc. may be entered here. Can be accessed by all advisors, faculty and staff who have INB access. Student contact notes in GoldLink and SPACMNT are the same repository just available in different interfaces. To enter comment. If there is already a comment select record and select insert record. Select comment type from drop down menu Select originator (may be left blank) Select contact (may be left blank) Checking confidentiality box emphasizes that comment may be sensitive there are no private comments in Banner Click in comments box and type. Select SAVE icon Your username will be inserted in the Last updated by (system maintained) Revision Date: Aug. 2017 22

SHATRNS Transfer coursework *ALWAYS view transcripts on GoldLink Banner. Use academic transcript for unofficial transcript or transfer evaluation (for more detailed transfer course information when needed for substitutions). If you use SHATRNS you will select transfer institution number with drop down arrow and then select attendance period number. If student has transfer work from multiple institutions, you will have to select each one separately. Remember to use next block. Each course is listed one page at a time. I strongly recommend using GoldLink for transcripts and transfer evaluations. Revision Date: Aug. 2017 23

SOAPCOL Prior college (previous degrees) Student may have multiple degrees. You may need to use the scroll bar to see additional information. Prior college: transcript reviewed date may be helpful information. Degree details a degree date indicates that the degree is complete/official. Revision Date: Aug. 2017 24

SFASRPO Student registration permit override How to Enter a Permit in Banner. Not everyone has authority to issue permits. Only issue permits for your department. Issuing permits outside of your department will result in disciplinary action. 1. Go to SFASRPO 2. Enter Student ID 3. Enter Term 4. Click Drop Down Menu 5. Choose Approval (Instructor/Dean/Dept/Approval) (Approval should over ride prereqs etc., use other codes for record purposes or to override time conflicts etc.) 6. Enter CRN, or Subject and Course Number (section) 7. Click Save ** If you need to issue more than 4 permits select record insert and an additional row will be inserted for your use. Revision Date: Aug. 2017 25

GUISRCH general search Can search by email addresses Revision Date: Aug. 2017 26

List of Where to Find Student Information in INB Forms and GoldLink Internet Native Banner (INB) Training GoldLink information is easier to read and navigate but some information is only viewable in INB. The Advising Summary in GOLDLINK gives quick access to most advising information. GoldLink and INB access requires authorization and is restricted by department and job duties. You may not have access to all available forms. A [Q} after the form name in INB along the header row will indicate query access only. Description Available in GoldLink Internet Native Banner (use option listed) Academic History for Individual Student Academic Transcript (all coursework) SHACRSE (no term = all ETSU coursework) Academic Standing SGASTDN and SHATERM (Good Standing, Probation, Suspended) Academic Transcript Academic Statistics Academic Transcript SHATERM ACT, SAT, GRE, Compass, Praxis Scores, Toefl Test Scores SOATEST Addresses Student Information SPAIDEN Admission Application & Decisions SAAADMS SAADCRV Admission Summary Advising Summary SAASUMI Advisement Hold Advising Summary SOAHOLD Articulation SHATATR Athletic Codes n/a SGASPRT Attendance-Last Day of n/a SFAALST Attendance by student (by student s schedule) n/a SZAREGQ Attendance by class n/a SZAATND Biographical/Demographical n/a SPAPERS SPAIDEN Building/Room Search n/a SSAMATX Change of Grades Academic Transcript SHATCKN Change of Major (history) Academic Transcript SGASTDN SAAADMS SFAREGS Class Roll Class Permits and Unofficial Roster SFASLST Academic Transcript (Transfer Evaluation for prior institution details) SOAPCOL SAADCRV College History/Prior Institution Comments n/a SPACMNT Communications/Publications n/a SUAMAIL Confirmation of Registration n/a TZASTSF Co-requisites Look Up Classes SCADETL SSADETL Course Inventory Maintenance n/a SCACRSE Course Section Meeting Pattern Look Up Classes SSASECT Course Section Search Look Up Classes SSASECQ Course Sections Look Up Classes SSASECT Revision Date: Aug. 2017 27

Description Available in GoldLink (use option listed) Internet Native Banner Cross-listed Courses Look Up Classes SSASECT SSASECQ SSAXLST Degrees Awarded Academic Transcript SHADEGR SHADGMQ SOAPCOL Developmental Studies (see Learning Support) SZAADEF, SOATEST Drop/Add Registration History SFAREGS Early Semester Progress Reports (ESPR) Mid Term Grades ESPR for individual student on GoldLink under Active Registration. Advisor Grade Tool (Reporting tool to identify student or groups of students who Early Semester Progress Reports and End of Term Grades (Advisor Grade Tool) should be contacted for early intervention) n/a E-MAIL Student Email Address GOAEMAL SAAEAPS SPAIDEN Enrollment Certification n/a SHATERM Student Schedule or SSASECT SSASECQ Enrollment in Courses Concise Schedule Equivalency (Transfer Equivalency) Maintenance Transfer Evaluation (for individual students) SHATATR Equivalent Courses n/a SCADETL SSADETL Look Up Classes (choose course(s) and choose instructor) SIAASGN SIAASGQ Faculty Teaching Assignments GPA (institution and transfer) Academic Transcript SHATERM General Search (email) Search GUISRCH Grade Display Academic Transcript SHACRSE (ETSU work) Graduation Checkout SOAHOLD identifies missing graduation requirements (after intent to graduate form is received by Graduation Office) SHADEGR High School Deficiencies Advising Summary SZAADEF SOAHSCH High School History Advising Summary SOAHSCH SAADCRV Holds & Comments Holds SOAHOLD SPACMNT Housing (Room Assignments) n/a SLARASG Immunizations Advising Summary SZAITRK Revision Date: Aug. 2017 28

Description Available in GoldLink (use option listed) Internet Native Banner Information Release Restrictions n/a SPAIDEN Initial Statistics Academic Transcript SHAPCMP International; Citizenship n/a GOAINTL Intensives Students Completed Intensives SHAINST SHATCKN Intent to Graduate Information n/a SHADEGR Learning Support Advising Summary View Test Scores Majors Academic Transcript SGASTDN SAAADMS Matriculation Academic Transcript SGASTDN Name Search (You can search from any form) ID Selection search search only valid for students who are active (if E# is known, will pull SOAIDNS information) Next-of-Kin Addresses n/a SPAIDEN Overloads n/a SFAREGS SPACMNT (over 21 hours) Payment Status Form (shows confirmation, affidavit) n/a TZASTSF P = Marked paid C = Confirmed I = Installment plan F = Affidavit V= veteran deferment Permits and Overrides Advising Summary SFASRPO Prerequisites Look Up Classes SCAPREQ Registration Registration History SFAREGS SFAREGQ Registration Audit Trail Registration History (limited) SFASTCA Residence Halls is student living on campus n/a SLARASG Residence Halls codes n/a STVBLDG School Code Index n/a SOISBGI Student Account n/a TSAAREV Student Course Summary (ETSU work) Academic Transcript SHACRSE Student Information Summary Academic Transcript SGASTDQ SGASTDN Student Schedule (best viewed in GoldLink) Student Schedule or Concise Schedule SFAREGQ Revision Date: Aug. 2017 29

Description Student Subject History (by subject) Substitutions and Gen Edu Block transfer evaluation Information Telephone TELS (Lottery Scholarship Check Points) Term Calendar Term History Test Score Display Transfer Work Transcript Display (best viewed in GoldLink) Transfer Catalog Transfer Cumulative GPA Transfer Credit and GPA Transfer Equivalency Maintenance Available in GoldLink (use option listed) n/a n/a Advising Summary Student Address and Phone n/a n/a n/a Test Scores Academic Transcript & Transfer Evaluation Best viewed in GOLDLINK n/a n/a Academic Transcript n/a Internet Native Banner SHASUBJ SPACMNT SPAIDEN SPATELE SZATELS SOATERM SHATERM SOATEST SAADCRV Best viewed in GOLDLINK See Academic Transcript in GoldLink SHATERM SHATATR SHATERM SHATRNS SHATATR Withdrawals Academic Transcript SFAWDRL or SFAREGS Revision Date: Aug. 2017 30