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Banner Student Permission and Hold

Banner Module: Student Last revised: July 19, 2010


Banner Student Permission and Hold –July 19, 2010 Page 2 of 68

Table of Contents

A. Get Connected ..................................................................................................... 4 B. My Banner Personal Menu ................................................................................... 5

View Completed Training ........................................................................... 5 Exercise: Adding Options to My Banner ................................................... 6 Navigating My Banner................................................................................ 7

C. Person Comment (SPACMNT) ............................................................................. 8 Exercise: Review Only ADV Comments .................................................... 9 Exercise: Adding a Comment .................................................................. 10

D. Hold Information (SOAHOLD) ............................................................................ 12 Active and Inactive Holds ......................................................................... 13 Exercise: Adding a Hold ........................................................................... 14 Exercise: Releasing a Hold ...................................................................... 16

E. Alternate Personal Identification Number (SPAAPIN) ........................................ 17 Key Block (SPAAPIN) .............................................................................. 18 Electronic Signature ................................................................................. 19 SPAAPIN – Correct Data Entry ................................................................ 20 SPAAPIN – Incorrect Data Entry ............................................................. 21 Exercise: Entering PIN Numbers ............................................................. 22

F. Permissions and Overrides (SFASRPO) ............................................................ 24 Student Schedule Block ........................................................................... 25 Registration Add Error Messages ............................................................ 25 Giving Permissions Based on Registration Add Errors ............................ 26 Prerequisite Override ............................................................................... 26 Errors without Permissions ...................................................................... 27 SPEC APP Permit/Override Code ........................................................... 27 Exercise: Assigning Permissions and Overrides ...................................... 28 Exercise: SFASRPO and Searching for CRNs ........................................ 31

G. Student Course Registration Audit (SFASTCA) .................................................. 33 Reading the Registration Audit ................................................................ 34 Which record indicates the student has registered? ................................ 35 Registration Status Codes ....................................................................... 36 Registration Audit Examples .................................................................... 37 Exercise: Viewing a Registration Audit Trail ............................................ 40

H. Multiple Advisors (SGAADVR) ............................................................................ 41 Exercise: Assign an Advisor to a Student ................................................ 42 Exercise: Remove an Advisor from a Student ......................................... 44 Exercise: SGAADVR and Searching for Advisors .................................... 45

I. Degree and Other Formal Awards (SHADEGR) ................................................. 46 Exercise: Using SHADEGR ..................................................................... 47

J. Diploma (SHADIPL) ............................................................................................ 48 Exercise: Using SHADIPL ........................................................................ 49

K. Faculty Schedule Query (SIAASGQ) .................................................................. 50 Exercise: Viewing an Instructor’s Course Load ........................................ 52 Exercise: Viewing Cross Listed CRNS with SIAASGQ ............................ 53



L. Basic Course Information (SCACRSE) ............................................................... 54 Exercise: Viewing Course Titles ............................................................. 56

M. Schedule (SSASECT) ........................................................................................ 57 Exercise: Look Up a CRN from SSASECT .............................................. 58 Exercise: Viewing CRN Details & Rollback Function ............................... 59

N. Schedule Calendar (SSAACCL) ......................................................................... 61 Calendar Information Block ...................................................................... 62 Exercise: Viewing a CRN’s Meeting Times .............................................. 63

O. Class Roster (SFASLST) .................................................................................... 64 P. Course Registration Status Form (SFARSTS) .................................................... 65

Exercise: Look Up Date Ranges and Refund Ranges ............................. 66 Q. Extracting Data from Banner .............................................................................. 67

Exercise: Change Banner Preferences .................................................... 67 Exercise: Extracting from Banner ............................................................ 68

Wichita State University


Get Connected Section

AA

Faculty/Staff Cube Searchable knowledgebase to view how to demos, docs and guides.

Look for this icon in myWSU:

Applications Training

Training and Support

Assists faculty and staff with myWSU, Banner, Self Service and Reporting Services

5800 [email protected]

Help Desk

Passwords, hardware and software support for students, faculty and staff

HELP (4357)

[email protected]



My Banner Personal Menu Section

BB

GUAPMNU My Banner (GUAPMNU) is used to create and organize (update) your personal My Banner menu. Both frequently and infrequently used Banner options can be added for easy access.

Training and Security

WSU folders are based on an individual’s completed training sessions and Banner security. Training is required to gain access to Banner options. In Banner training sessions, attendees typically add WSU folders to their My Banner. Most common *WSU folders include: *WSUREQ WSU Requisitions *WSUGRANT WSU Grant Inquiry *WSUHR WSU Human Resources *WSUSTUADM WSU Student and Admissions Inquiry *WSUPERMHOLD

WSU Permissions and Holds

*WSUSB WSU Schedule Builders *WSUALUMINQ WSU Alumni Inquiry

Tips Options are displayed on My Banner in the same order they are entered

in the Object box. Forms can be entered more than once to the Object list.

View Completed Training

Training / Workshop Registration, Schedule

Not sure which training sessions you completed? Logon to mywsu.wichita.edu and click on the Help for Faculty/Staff

tab. In the Training Opportunities channel, select Training/Workshop

Registration, Schedule. Click the Session List button.

Completed sessions are indicated with a ‘Y’ in the completed column.



Exercise: Adding Options to My Banner

Add WSU Student and Admissions Inquiry to My Banner.

1 From the General Menu, double click on My Banner to open (expand) the options. New My Banner users: Select Empty; Select to build. [GUAPMNU] Current My Banner users: Select Organize My Banner. [GUAPMNU]

2 The following form will display. The cursor is active in the Object box in the right panel.

3 In the Object box: On an empty row, enter *WSUPERMHOLD. Press the [Down Arrow] keyboard key to move to a blank row. Press the [Tab] key to display the description.

4 **Invalid object** will display in the Description box if: The form name was entered incorrectly or The user does not have security to the form.

An *ERROR* message will also display in Auto Hint if an option was entered without the proper security.

5 When complete, verify the cursor is NOT on a blank row. Save the record. (F10 on the Menu bar) Exit the form. (X on the Menu bar)

6 In the Go To: box, type REFRESH and press [Tab] or [Enter].

7 My Banner automatically collapses. Double click on My Banner to view the new options.



Navigating My Banner

Delete All

The Delete All button in the middle of the form is used to quickly delete all current Objects on an individual’s My Banner.

Record, Insert

To insert a new option on My Banner, a blank row must be added.

Do not overtype information in the Object or Description boxes!

To insert a blank row, first decide its location.

Highlight the row above.

Select Record, Insert on the Menu bar to insert a blank row.

Enter the Banner menu or form name in object box. Banner will not save your My Banner if there is a blank row imbedded in

the list.

Record, Remove

To delete a blank or unwanted row: Highlight the row to be deleted (removed).

Select Record, Remove from the Menu bar.



Person Comment (SPACMNT) Section

CC

Person Comment Form

The Person Comment (SPACMNT) form is used by offices on campus to log notes about a selected student.

Comments vs Narrative Comments

Comments for a student may be typed in either the Comments or Narrative Comments box. The Comments box is limited to 4000 characters and the Narrative Comments box is limited to 32700.



Exercise: Review Only ADV Comments

How to query the SPACMNT form to display only the ADV type comments.

1 Activate the Person Comment (SPACMNT) form. 2 Enter the student’s myWSU ID in the ID box.

or Click the Search drop down arrow to search for a myWSU ID using the

Person Search form SOAIDEN.

3 Perform a Next Block. 4 Clear the records from the form using one of the following methods:

Press [F7] on the keyboard. Click on the Enter Query icon located on the Toolbar. From the Menu bar, select Query, Enter.

5 Enter ADV in the Comment Type box.

6 Execute the query. Review the records using the vertical scroll bar or [Page Up] and [Page Down] located on the keyboard.



Exercise: Adding a Comment

How to add an advising comment.

1 Activate the Person Comment (SPACMNT) form. 2 Enter the student’s myWSU ID in the ID box.



3 Perform a Next Block. 4 Select Record, Insert from the menu bar.

5 Enter ADV in the Comment Type box. 6 Click the Search drop down arrow box next to the Originator box to view the

available codes.

Select the office from which this comment originated. This is which college advising area entered the comment. Click OK.

Continued on next page



Exercise: Adding a Comment, Continued

7 In one of the Comments boxes, enter today’s date.

After the date enter three spaces, then your myWSU ID.

The SPACMNT form only tracks the last person who updated a comment. By entering your myWSU ID, users will be able to determine who created the comment after it has been updated.

8

Press the [Enter] key twice to leave a blank line under the date and myWSU ID. Enter the comments in the space provided.

Cautions:

Students have the rights to see all comments on their academic record. Be careful with wording.

There is no spell check on this form. Be careful with spelling. Comments will automatically wrap to the next line.

9 Save the record.



Hold Information (SOAHOLD) Section

DD

Hold Information Form

The Hold Information (SOAHOLD) form is used to assign holds to a person.

A hold listed on this form is active if today’s date is between the date in the From: box and the To: box. Inactive holds are not removed from the student’s record.

Holds vs Electronic Signature

Reminder: The Dean’s signature is not located on the SOAHOLD form. It is not a hold, rather a permission for the student to enroll in classes.

Fine Grained Access

Fine Grained Access restricts which holds a user may add and release on a student’s record.



Active and Inactive Holds Active Hold

In the example below, the hold is active. The To: date is the end of the century. (The December 21, 2099 is the default end date for holds.) If the date in the From: box is today’s date, the hold is active.

Inactive Hold

In the example below, the hold is not active. The To: date is March 15, 2006. If the date in the To: box is today’s date, the hold is not active.

What does the student see?

Students can view active holds on their record by selecting Holds in the Academic Profile channel in myWSU.



Exercise: Adding a Hold

How to assign a hold to a student.

1 Activate the Hold Information form (SOAHOLD). 2 Enter the student’s myWSU ID in the ID box.



3 Perform a Next Block. 4 Select Record, Insert from the menu bar.

5 Click the Search drop down arrow box next to the Hold Type box to view the available holds.

Use the vertical and horizontal scroll bars to view more holds and additional information about each hold.

6 Select the appropriate type and click OK.




Exercise: Adding a Hold, Continued

7 The value is returned to the SOAHOLD form. Enter a reason for the hold in

the Reason box. This text will be visible to students, faculty and advisors on the web in Self Service.

8 If the hold is due to a fine, tab to the Amount box and enter the fine amount. The fine amount is information only. It does not post to the student’s account.

9 The From: box is automatically populated with the current date. 10

If applicable, indicate the date the hold will expire in the To: box. If a date is not entered in the To: box, the date will default to 31-DEC-2099 and the hold will stand until released.

11 Tab to the Originator box. Click the Search drop down arrow box next to the Originator Code box to view available codes.

Select the office from which this hold originated. This is who the student should contact if they have questions about the hold. Click OK.

12 Save the record.

A myWSU ID is stored in the User box, indicating who placed the hold.

13 To add additional holds for this person, repeat steps 4 through 13. 14 Exit the form.



Exercise: Releasing a Hold

How to release a hold for a student.

1 Activate the Hold Information form (SOAHOLD). 2 Enter the student’s myWSU ID in the ID box.


Person Search form SOAIDEN. 3 Perform a Next Block. 4

Using the Up or Down arrows on the keyboard, locate the hold to release.

5

Click in or [Tab] to the To: box.

Enter the date the hold is to be released. To release the hold immediately, enter today’s date. You can also click the Calendar icon to the right of the To: box. Once the calendar appears, click the Today button to jump to today’s date. Once you have selected the date the hold is to be released, click the OK button to select the date.

6 Save the record. 7 Exit the form.



Alternate Personal Identification Number (SPAAPIN)

Section

EE

Alternate Personal Identification Number Form

The Alternate Personal Identification Number (SPAAPIN) form will only be used by those colleges that require a “Dean’s signature” prior to registration.

The Dean’s signature is not located on the SOAHOLD form. It is not a hold, rather a permission for the student to enroll in classes.


If a student tries to enroll in classes but has not obtained a Dean’s signature (electronic signature) for the registration term, the following message will display.



Key Block (SPAAPIN)

Term The catalog term to be viewed is entered directly into the Term box or selected from the List of Values (LOV). The codes are defined by academic year using the following scheme: Academic Year Term Calendar Year Banner Term Code 2010-2011 Fall 2010 201110 Spring 2011 201120 Summer 2011 201130 2011-2012 Fall 2011 201210 Spring 2012 201220 Summer 2012 201230

ID Enter a valid myWSU ID or use the search techniques discussed in the

Name Search: Basic or Detail Learning Guide.



Electronic Signature

Electronic signatures must be entered for each term that a student wants to register for. There are three pieces of information that must be entered on the SPAAPIN form to give a student an electronic signature: Term Code The term in the Term Code box must equal the term

in the From Term in the Key Block. This is the term the student wishes to register in.

Process Name TREGAlternate PIN The 6 digit Alternate PIN is based on a student’s

classification. See PIN numbers below. The student does not do anything with the Alternate PIN. Once the electronic signature is entered for the student, registration is approved. The electronic signature must be reapplied each term.

Colleges and Majors Requiring Electronic Signature

The following colleges or majors require a “Dean’s signature” or electronic signature prior to registration:

Art Department Business Engineering Health Profession freshmen and sophomores Undeclared Health Profession students (H10U major code) Undeclared Liberal Arts and Sciences students (A10U major

code) The student’s declared major can be viewed on the SGASTDN form. Major codes can be viewed on the SWIGSTU form.

Classification and PIN Number

The student’s classification can be viewed on the SWIGSTU or SGASTDN forms.

Classification PIN Freshman 111111 Sophomore 222222 Junior 333333 Senior 444444



SPAAPIN – Correct Data Entry

Below are correct examples of an electronic signature for a student who wants to register for the Summer 2007 and Fall 2007 terms. Notice that there is only one record per term, and the Term Codes match the From Term in the Key block. If a student wants to register for the summer and fall terms, then the electronic signature must be entered for both summer and fall terms as shown below.

Term: 200730 (Summer 2007)

Term: 200810 (Fall 2007)

Importance of Entering Correct PIN Numbers

The student’s classification determines the first day they are eligible to register.

Classification Day to Register Seniors and Graduate students First day of registration Juniors Second day of registration Sophomores Third day of registration Freshmen Fourth day of registration Non-degree bound students Fifth day of registration

Giving the student the wrong PIN number could delay a student’s registration by a day or more. Verify the student’s classification on the SWIGSTU or SGASTDN forms before assigning a PIN.



SPAAPIN – Incorrect Data Entry

Below are examples of incorrect data entry of an electronic signature along with solutions a user would need to do to fix the problem.

Example Problem Solution 1 The only valid electronic signature is

the one who’s Term Code matches the term in the Key Block.

Enter an electronic signature for the 200810 term. The example below will only permit registration for the 200730 (summer) term.

2 The Term Code does not match the term in the Key Block.

Add another entry with the correct term code.

3 The Process Name is spelled wrong and there are only 5 digits in the pin number.

Add another entry with TREG spelled correctly and 6 digits in the Alternate PIN column.

Example 1: Student wants to register for Summer 2007 (200730) and Fall 2007 (200810)

terms.

Example 2: Student wants to register for Summer 2007 (200730) term.

Example 3: Student wants to register for Summer 2007 (200730) term.



Exercise: Entering PIN Numbers

How to enter a PIN number for a student.

1 Activate the Alternate Personal Identification Number form (SPAAPIN). 2 Enter the registration term in the From Term: box. 3 Enter the student’s myWSU ID in the ID box.

or Click the Search drop down arrow to search for a myWSU ID.

4 Perform a Next Block. 5

Enter the registration term again in the Term Code box. The term in the Term Code box must match the term in the From Term box.

6 Tab to the Process Name box. Enter TREG as the process name. 7

Tab to the Alternate PIN box. Enter the six-digit PIN for the student’s classification, as defined below.

Classification PIN Freshman 111111 Sophomore 222222 Junior 333333 Senior 444444

It may be helpful to verify the student’s classification on the SWIGSTU or SGASTDN forms before assigning a PIN.




Exercise: Entering PIN Numbers, Continued

8

Verify the information entered is correct:

1. The term in the Term Code box must equal the term in the From Term in the Key Block. If the terms do not match, the student will not be able to register in the term listed in the Key Block.

2. The Process Name must be TREG. If it is misspelled, the student will

not be able to register. 3. The PIN number must be 6 digits long as listed in the previous step.

If the incorrect PIN is entered (shorter than 6 digits or the wrong PIN for the student’s classification) the student will not be able to register.

9

Save the record. The Activity Date automatically populates.

Once the PIN is attached to the student, registration is approved. The student does not do anything with the PIN. The PIN must be reapplied each term.

10 Exit the form.



Permissions and Overrides (SFASRPO) Section

FF

Permissions and Overrides Form

The Permissions and Overrides (SFASRPO) form is used to apply permit-override codes to a student for a specific term.


When adding classes students may get a Registration Add Errors message as shown below. The Registration Error Message (shown under the Status column heading) indicates which override can be granted to allow the student to register in the class.

Students can view permits and overrides granted to them by selecting Registration Status from the Registration Tools channel in myWSU.

Error Messages

Users can view the exact Registration Add Error message a student receives by viewing the Student Course Registration Audit (SFASTCA) form, which is covered in the next section.



Student Schedule Block If a student has registered in classes, those classes will display in the

Student Schedule block. Scroll bars are used to display additional information on the Student Schedule block.

Below is a list of key fields used and their descriptions or values.

Part of Term Length of term the CRN is offered Checkboxes: Days of the Week

Indicates when a CRN will meet

Start Time and End Time Military time format, HHMM Link If value exists, CRN is linked to other CRNs Crosslist Group If value exists, CRN is cross listed Registration Status Indicates how a student registered

Registration Add Error Messages

If a student encounters problems when registering for classes in Self Service, only one Registration Add Error Message will display at a time for each CRN. For example, it is possible for a student to have both a Closed Section error and a Time Conflict error. After one Registration Add Error Message is resolved, have the student register for the class again. Resolve any remaining problems.



Giving Permissions Based on Registration Add Errors

The following table provides the Permit Override Code that should be given to a student depending upon what the Registration Add Error Message displays for the student in Self Service. Only grant permits/overrides within your own department/college.

Permit

Override Code Registration Error Message Examples

CAPACITY CLOSED SECTION Allowing student to enter closed class

CLASSRES CLASS RESTRICTION Student is blocked from class because of their classification (FR, SO, JR, etc)

COLLEGE COLLEGE RESTRICTION Non-engineering major enrolling in an engineering class

COREQ CORQ_(SUB COURSE#) REQ CORQ_(SUB COURSE#) XXXXX REQ

Missing a lab that goes with a lecture

DEPTRES DEPARTMENT RESTRICTION Department restriction

DUPLICATE DUPL CRSE WITH SEC-XXXXX Student enrolling in more than one section

LEVEL LEVEL RESTRICTION UG enrolling in 700 level course

LINK LINK ERROR: XX REQUIRED Day labs and day lectures linked together

MAJOR MAJOR RESTRICTION Students with a certain major are the only ones allowed in the selected class

PREREQ PREQ AND TEST SCORE-ERROR Math and English prerequisites, select additional courses

PROGRAM PROGRAM RESTRICTION Program restriction

REPT HOURS REPEAT HOURS Student has already earned the maximum amount of credit hours allowed for the class

REPT LIMIT REPEAT LIMIT Student has exceeded the maximum allowed times to repeat the class

SPEC APP

Contact Advising Center Call BA Advising 978-3203 Call CO-OP 978-3688 Contact College Office Contact Dept Office Call Engr 978-3420

Contact Advising Center Contact the Business Advising Center Contact CO-OP Office 978-3688 Contact College Office Contact Department Office Contact the Engineering Office

TIME TIME CONFLICT WITH XXXXX Times of two or more CRNs overlap

Prerequisite Override

Academic prerequisites are currently enforced for the following classes:

AE 373 ME 521 CHEM 532 ECE 282 CHEM 212 ENGL 101 IME 254 CHEM 531 MATH 111



Errors without Permissions The following three Registration Add Error Messages do not have Permission

codes to allow the student to enroll in the CRN. CRN DOES NOT EXIST You have entered an invalid Course Registration

Number (CRN). DUPLICATE CRN You are already registered for this course and section. MAXIMUM HOURS EXCEEDED You cannot register for this course since you will exceed

the student credit limit for your college.

SPEC APP Permit/Override Code

Special Approval Code

Any course with something in the special approval box on the SSASECT form can only be released with the Special Approval (SPEC APP) permit/override code. No other permission will work.



Exercise: Assigning Permissions and Overrides

This exercise shows how to assign permissions and overrides.

Overrides cannot be removed! Be cautious which permission/override is assigned to which student.

Only enter permissions/overrides for the CRNs in your

department/college. 1 Activate the Student Registration Permit-Override Form (SFASRPO). 2 Enter the student’s myWSU ID in the ID box.


Person Search form SOAIDEN. 3 Enter the registration term in the Term box.

4 Perform a Next Block. 5

Select an empty record in the Student Permits and Overrides block.

If all four records are full, insert a record using one of the following methods:

Click on the Insert Record icon located on the Toolbar Press [Down Arrow] key on the keyboard From the Menu bar, select Record, Insert




Exercise: Assigning Permissions and Overrides, Continued

6 Click the Search drop down arrow box under the Permit column heading to

see the available permit-override codes.

7 Select the appropriate permit and click OK.

8

Enter either the CRN or Subject and Course number in the appropriate boxes.

If the CRN is not known, click the Search drop down arrow box under the CRN column to search for a CRN. Refer to the next exercise for additional information.




Exercise: Assigning Permissions and Overrides, Continued

9 For additional permit-overrides, repeat steps 5 through 8.

Insert additional records as needed by inserting a record using one of the following methods:

Click on the Insert Record icon located on the Toolbar Press [Down Arrow] key on the keyboard From the Menu bar, select Record, Insert

10 Review the three ways to save a record and select one method:

Click on the Save icon located on the Toolbar Press [F10] From the Menu bar, select File, Save

A myWSU ID is stored in the User column, indicating who granted the permit-override as well as the activity date associated with the most recent change of that permit.

11 Exit the form.



Exercise: SFASRPO and Searching for CRNs

This exercise shows how to search for CRNs while giving a student a permission or override.

1 Complete steps 1 – 7 of the previous exercise, Assigning Permissions and Overrides.

2 If the CRN to permit or override for registration for the student is not known, click the Search drop down arrow box under the CRN column to search for a CRN.

3 Select Search for Sections (SFQSECM).

4

The Registration Section Query displays. The student’s schedule displays in the bottom block of the form if they have registered for any classes for the selected term. The * (asterisk) in the Time Conflict column indicates that the CRN has a time conflict with a class in which the student has previously enrolled.




Exercise: SFASRPO and Searching for CRNs, Continued

5 Enter a Subject and/or Course to search for in the Subject and Course

boxes.

6 Execute the query. 7

The results are returned. Using the scroll bars or the [Up] and [Down] arrow keys on the keyboard, highlight the CRN the student would like to register for.

An asterisk (*) in the Time Conflict column indicates that the CRN conflicts with one of the CRNs that the student has previously registered for. If this CRN is selected, a Time Conflict override will need to be given to the student.

8 Review the three ways to select a record and select one method: Click on the Select icon located on the Toolbar. Double click in the CRN box of the desired record. Highlight the record, then select File, Select from the Menu bar.

9 The CRN, Subject and Course Number are returned to the Permissions and Overrides form.

10 Save the record.



Student Course Registration Audit (SFASTCA) Section

GG

Student Course Registration Audit

The Student Course Registration Audit (SFASTCA) form is used to view the registration trail for a student. It shows a student's registration activities in chronological order for the term selected. This form contains information such as:

Classes a student registers in Classes a student attempted to register in Registration Add Error Messages that a student receives while

registering for classes Which classes used an override to allow the registration in the class Date and time of the registration



Reading the Registration Audit

Sequence Number

The sequence number is assigned based upon the registration term and student's registration activities, in the order in which they occur chronologically.

CRN Course Reference Number (CRN) is a unique five-digit identifier assigned when adding a course and cannot be changed.

Term CRN Examples Fall 10323 Spring 20037 Summer 30194

Source Displays either TEMP or BASE.

Audit trail records with TEMP as the source indicate the student attempted to register in the class. Only those audit trail records with BASE as the source indicate the student has successfully enrolled in a class.

Message If the student receives a Registration Add Error Message when attempting to register in a class, the exact message displays on SFASTCA (as shown above). If the student dropped a course, the message box indicates the date of the drop (as shown below).

An audit trail record is created each time grades are posted or changed in Self Service by the Primary Instructor. Audit trail records for grades will include the message Grade update to x, where “x” is the entered grade value.




Reading the Registration Audit, Continued

User Indicates who performed the registration action. If User is WWW2_USER,

then the student performed the action in Self Service.

Activity Date Indicates the date and time of the registration action.

Error Flag F Fatal – indicates that there is a restriction or the student is not permitted to register in the course.

D Do not count in enrollment - indicates the student has dropped the

course. O Override – indicates a permit/override or a test score was used in

order for the student to register in the course. W Warning – indicates a warning that will not prevent registration in a

CRN.

Which record indicates the student has registered?

Use the following criteria to determine which registration audit trail record indicates the student has registered. 1. Only records with the source of BASE indicate the student has

registered. 2. Course Status must be one of the following:

RW (indicates student registered online) AU (audit) RE (indicates Registrar registered student in CRN) SA (Senior Citizen Audit)



Registration Status Codes

Student Actions

The following status codes are used to indicate actions done by the student online:

DW Student withdrew from course online during drop/add. No W on transcript.

FW Student withdrew online with an F after last date to withdraw.

Grade submitted by faculty person would have been an F. Students wishing to get a late “W” would have to petition through Exceptions.

RW Student registered online. WW Student withdrew online within allowed withdraw period.

W displays on transcript

Registrar’s Office Actions

The following status codes are used to indicate actions done by the Registrar’s Office:

AU Registrar’s Office enrolled student as an auditor. AW Administrative Withdrawal. CA Cancelled class. This code is not currently used. DC Drop with no W on record.

(same as DW, but Registrar’s action) DD Drop/Delete. (Registrar’s action when a class is cancelled) FW Withdraw with an F. RC Reinstate Course. This code is not currently used. RE Registrar’s Office enrolled student at the window in Jardine. SA Registrar’s Office enrolled student as a Senior Citizen Audit. WD Withdraw with a grade of W.



Registration Audit Examples

Overview The registration audit displays all registration activities. Registrations are first

placed in a temporary table (indicated by TEMP in the source box). If a student is eligible to enroll in a class, the student is enrolled in the course (indicated by BASE in the source box).

No Errors Below is an example of audit trail records for a student enrolling successfully in four courses.

CRN Sub Course Course Status

Source

1 11906 BIOL 370 RW TEMP 2 10883 DANC 140 RW TEMP 3 15990 PSY 321 RW TEMP 4 10684 ENGL 102 RW TEMP 5 10883 DANC 140 RW BASE 6 11906 BIOL 370 RW BASE 7 10684 ENGL 102 RW BASE 8 15990 PSY 321 RW BASE

Audit Registration

If a student wishes to audit a class, they must register in person at the Registrar’s Office in Jardine Hall. The Registrar’s Office registers the student in the course as Senior Citizen Audit (SA) or Audit (AU).

CRN Sub Course Course Status

Source

1 22970 CS 105 SA BASE 2 22150 CS 105L SA BASE

CRN Sub Course Course

Status Source

1 21154 ENGL 013 AU BASE




Registration Audit Examples, Continued

Registration Add Error Message

If a student is unable to register in a class, an F will display in the Error Flag box and the Registration Add Error message that the student sees displays in the Message box. The registration is then deleted from the temporary table. Audit # Action

1-2 Successful registration in English 102. 3 Attempted registration in Math 111. 4 Banner detects a time conflict and alerts the student with a

Registration Add Error message (message column). 5 Course Status is changed to DW. 6 Record is deleted from temporary table.


Status Message Source Error

Flag 1 33229 ENGL 102 RW TEMP 2 33229 ENGL 102 RW BASE 3 30437 MATH 111 RW TEMP 4 30437 MATH 111 RW TIME CONFLICT WITH 33229 TEMP F 5 30437 MATH 111 DW TIME CONFLICT WITH 33229 TEMP F 6 30437 MATH 111 DW Record deleted 19-MAY-09 TEMP F

Registration with Permission

A student may obtain permissions (on SFASRPO) to register in classes that require an override prior to registration. When the student registers in that class, an O will display in the Error Flag box. Student’s Permissions (SFASRPO):

Permit CRN Subject Course Number DEPTRES Department Restriction 30957 BIOL 669

CRN Sub Course Course Status Source Error Flag 1 30957 BIOL 669 RW TEMP O 2 30957 BIOL 669 RW BASE O




Registration Audit Examples, Continued

Drop a Course Student Initiated

If a student drops a course during the drop/add time, an audit trail record is added with a Course Status of DW. The course will not display on the student’s transcript.


Status Message Activity Date Source Error

Flag 1 32339 BIOL 573 RW 17-APR-2009 21:28 TEMP O 2 32339 BIOL 573 RW 17-APR-2009 21:28 BASE O 3 30928 BIOL 499 RW 18-APR-2009 10:11 TEMP 4 30928 BIOL 499 RW 18-APR-2009 10:11 BASE 5 32339 BIOL 573 DW 15-MAY-2009 10:52 TEMP D 6 32339 BIOL 573 DW Record deleted 15-MAY-09 15-MAY-2009 10:52 BASE D

Drop a Course Registrar’s Office Initiated

In the example below, the Registrar’s Office drops a course after the drop/add time and adds a different offering of the same course. An audit trail record is added with a Course Status of DD and RE for SPAN 210. The Registrar’s Office withdraws the student from ANTH 102. The course will display on the student’s transcript with a W.



Flag 1 21814 SPAN 210 RW 02-DEC-2008 23:21 TEMP 2 21814 SPAN 210 RW 02-DEC-2008 23:21 BASE 3 20040 ANTH 102 RW 02-DEC-2008 23:37 TEMP 4 20040 ANTH 102 RW 02-DEC-2008 23:37 BASE 5 25346 HPS 106N RW 03-DEC-2008 00:00 TEMP 6 25346 HPS 106N RW 03-DEC-2008 00:00 BASE 7 21814 SPAN 210 DD 09-FEB-2009 14:14 BASE D 8 20040 ANTH 102 WD Final updated to W 09-FEB-2009 14:14 BASE D 9 25294 SPAN 210 RE 09-FEB-2009 14:14 BASE

Withdraw from a Course - Student Initiated

If a student withdraws from a course, the course will display on the student’s transcript either with a W or an F.



Flag 1 20103 ECON 201 RW 04-JAN-2009 00:40 TEMP 2 20103 ECON 201 RW 04-JAN-2009 00:40 BASE 3 20103 ECON 201 FW Final updated to F 16-MAY-2009 07:49 TEMP 4 20103 ECON 201 FW Final updated to F 16-MAY-2009 07:49 BASE



Exercise: Viewing a Registration Audit Trail

A student’s registration audit trail displays all registration attempts whether successful or not.

1 Activate the Student Course Registration Audit (SFASTCA) form. 2 Enter a term in the Term Code: box. 3 Enter the student’s myWSU ID in the ID: box.


Person Search form SOAIDEN. 4 Perform a Next Block. 5

The student’s registration audit trail displays. If no class information displays, look in the Auto Hint line. If the following message displays, the student has not registered for the selected term.

Use the scroll bar or the [Up] and [Down] buttons on the keyboard to view the registration audit trail.



Multiple Advisors (SGAADVR) Section

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Multiple Advisors Form

The Multiple Advisors (SGAADVR) form is used to assign an advisor to a specific student.


After assigning a student an advisor(s) on the SGAADRV form, students can view their advisor(s) through the Academic Profile channel in myWSU.



Exercise: Assign an Advisor to a Student

This exercise shows how to assign one or more advisors to a student.

1 Activate the Multiple Advisor form (SGAADVR). 2 Enter the student’s myWSU ID in the ID box.


Person Search form SOAIDEN. 3 Enter the term in the Term box.

4 Perform a Next Block. 5 Select an empty record in the Advisor Information block. 6 Enter the advisor’s myWSU ID in the ID box.

If the advisor’s myWSU ID is not known, click the Search drop down arrow box under the ID column to search for a person. Refer to the next exercise for additional information.

7 Tab to the Advisor Type column. 8 Click the Search drop down arrow under Advisor Type. Select the

appropriate advisor type.




Exercise: Assign an Advisor to a Student, Continued

9

If the advisor is the primary advisor for the student, check the Primary Indicator box.

There must be at least one advisor marked as the Primary advisor. If only one advisor is to be assigned, they must be marked as primary.

10 To add additional advisors for the person in the Key block, repeat steps 5 – 9.11 Save the record. 12 Exit the form.



Exercise: Remove an Advisor from a Student

This exercise shows how to remove advisors to a student.

1 Activate the Multiple Advisor form (SGAADVR). 2 Enter the student’s myWSU ID in the ID box.


Person Search form SOAIDEN. 3 Enter a term in the Term box.

4 Perform a Next Block. 5 Click the Maintenance button.

6 Select End Advisor from the Option List.

7 The To Term: is updated to the term that was entered in the Key Block.

8 Perform a Roll Back. Refer to Exercise: Assign an Advisor to a Student to assign additional advisors to the selected student.



Exercise: SGAADVR and Searching for Advisors

This exercise shows how to search for an advisor’s myWSU ID while assigning advisors to a student.

1 Complete steps 1 – 4 of the previous exercise, Assign an Advisor to a Student.

2 If the advisor’s myWSU ID is not known, click the Search drop down arrow box under the ID column to search for a person.

3

The Faculty/Advisor Query (SIAIQRY) form displays. The Term is automatically entered and the Advisor box is checked in the Key block. Do not change these values!

4 Perform a Next Block. 5 Enter the advisor’s Last Name and First Name in the appropriate boxes.

Leave the remaining boxes (College and Department) blank.

6 Execute the query. 7 The results are returned. Review the three ways to select a record and

select one method: Click on the Select icon located on the Toolbar. Double click in the ID box of the desired record. Highlight the record, then select File, Select from the Menu bar.

8 The advisor’s name is returned to the SGAADVR form.



Degree and Other Formal Awards (SHADEGR) Section

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Degree and Other Formal Awards Form

The Degree and Other Formal Awards (SHADEGR) form displays the degree information for a student. Only WSU awarded degrees display on this form.

Outcome Status

AW Awarded PN Pending SA Student Athlete SO Sought



Exercise: Using SHADEGR

How to view pending and awarded degree information for a student.

1 Activate the Degree and Other Formal Awards form (SHADEGR). 2 Enter the student’s myWSU ID in the ID box.



3 Click the Search drop down arrow next to Degree Sequence. 4 The Degree Summary (SHADGMQ) form displays. In the Learner Outcome

Summary Block, a list of awarded (AW) and pending (PN) degrees display.

Double click in the Sequence Number column to return the value to the SHADEGR Key block.

5 The Sequence Number is returned. Perform a Next Block.

6 Review the information then exit the form.



Diploma (SHADIPL) Section

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Diploma Form The Diploma (SHADIPL) form displays the name printed on a student’s diploma.



Exercise: Using SHADIPL

How to view pending and awarded degree information for a student.

1 Activate the Diploma form (SHADIPL). 2 Enter the student’s myWSU ID in the ID box.



3 Click the Search drop down arrow next to Degree Sequence. 4 The Degree Summary (SHADGMQ) form displays. In the Learner Outcome

Summary Block, a list of awarded (AW) and pending (PN) degrees display.

Double click in the Sequence Number column to return the value to the SHADEGR Key block.

5 The Sequence Number is returned. Perform a Next Block.

6 Review the information then exit the form.



Faculty Schedule Query (SIAASGQ) Section

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Faculty Assignment (SIAASGN)

The Faculty Schedule Query (SIAASGQ) form may be used to view a person’s teaching schedule for a given term. A person must be flagged as faculty prior to being assigned to a CRN. The Faculty Schedule Query displays the start/end dates, days of the week, and begin/end times for the CRNs assigned to the faculty selected in the Key Block. Building and room are listed if assigned. There are also boxes to indicate if the CRN is cross listed, if an override was used to assign the faculty and if there is a time conflict for the CRN.




Faculty Schedule Query (SIAASGQ), Continued

Terms

Session Credit/Institutional Credit – Number of credit hours for CRN. Percentage of Session – Percent of term instructor will teach. Primary Instructor – Only the primary instructor (box will be checked) is allowed to enter grades on Self Service. Percent Responsibility – Percent of instructor’s course load. Generated Credits – # of students enrolled times # of session credits.



Exercise: Viewing an Instructor’s Course Load

How to view faculty member’s schedule.

1 Activate the Faculty Schedule Query (SIAASGQ) form. 2 Enter a term in the Term: box. 3 Enter an instructor’s myWSU ID in the ID: box.

or Click the Search drop down arrow to search for an ID.

4 Perform a Next Block. 5 The instructor’s schedule displays.

To determine number of students enrolled, divide Generated Credits by Session Credit. Tip: If the person entered in the Key Block is not an instructor, the following message displays in the Auto Hint line:



Exercise: Viewing Cross Listed CRNS with SIAASGQ

Continued from the previous exercise. Use the following steps to verify that cross listed CRNs start and end at the same time. It is important for departments that cross list CRNs to communicate with each other to ensure the dates, days of the week, time and location (campus and building/room) match.

1 A CRN is cross listed if there is a value in the Cross List Group box. Make a note of this value.

2 To quickly search for assigned, cross listed CRNs, enter into query mode using one of these options:

KeyIcon

Menu, Options

F7 Query, Enter

3 Enter the value from Step 1 in the Cross List Group box.

4 Execute the query. 5

CRNs that are cross listed together are returned. Verify the following information match for all listed CRNs:

Start and End Date Days of the week Begin and End Times Building and Room number

If building and room number are not listed, it is important to check that all cross listed CRNs meet on the same campus on SSASECT.



Basic Course Information (SCACRSE) Section

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Basic Course Information Form

Basic Course Information is used to view the course catalog. This form indicates the status of courses (active or inactive) at WSU.

Active and Inactive Courses

To view a list of all courses with a subject: 1. Enter a subject in the Subject box. 2. Tab to the Course box. 3. Click the Search Drop-Down Arrow next to Course.

An ‘I’ in the Status column indicates the course is inactive. Start Term and End Term indicates in which terms a course may be created. Only active courses may be offered in the schedule of courses.




Basic Course Information (SCACRSE), Continued

Course Details Block

The Course Details Block contains information such as Title, College, Department and status. Credit hour ranges and repeat limits/hours are listed.

Course Level Block

The level of the course is displayed. Valid descriptions include Non-credit, Undergraduate and Graduate.

Grading Modes Block

Grading modes, such as standard and audit, are assigned to the course. Only one grade mode can be defined as the default.

Schedule Types Block

Schedule types define the type of course. Examples of valid schedule types include: 0 Lecture 1 Lab 2 Experiential WS Workshop



Exercise: Viewing Course Titles

This exercise shows how to look up titles of courses within a selected subject.

11 Activate the Banner form SCACRSE. 22 Enter a Subject code in the Subject box or click on the Search drop down

arrow to look up a code.

33 Click on the Search drop down arrow located by Course to open the

associated List of Values (LOV).

44 This list of values displays the list of courses along with their course titles.

When a new class has been added to a department, use this exercise to determine the new course number.

An ‘I’ in the Status column indicates the course is inactive. Start Term and End Term indicates in which terms a course may be created. Only active courses may be offered in the schedule of courses.



Schedule (SSASECT) Section

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SSASECT form

The Schedule (SSASECT) form contains the following information about individual CRNs: Course Section Information Tab:

Subject, course number and title Campus Status (active, cancelled, reserved) Special Approval Part of Term Credit Hours

Section Enrollment Information Tab: Maximum enrollment and current enrollment numbers

Meeting Times and Instructor Tab: Meeting dates, times and locations Instructors



Exercise: Look Up a CRN from SSASECT

This exercise shows how to enter a CRN in the SSASECT Key Block if the CRN is not known.

1 Activate the Banner form SSASECT. 2 Enter a term in the Term box. 3 Click on the Search drop down arrow box

next to the CRN: box to open the associated query form SSASECQ.

4 If the SSASECQ form is accessed from SSASECT with a valid term, the term may be carried into the query form, but may be changed.

Enter a subject in the Subject box.

5 Execute the query. 6 Review the results using the scroll bar if available. 7 Review the two different ways to select a record and select one method:

Click on the Select icon located on the Toolbar. Double click in the Term box of the desired record.




Exercise: Look Up a CRN from SSASECT, Continued

8 The selected CRN is returned to the Key Block of SSASECT.

Exercise: Viewing CRN Details & Rollback Function

This exercise shows how to view details for a CRN, then perform a Rollback function to view details for another CRN.

1 Continued from the previous exercise. Review the three different ways to perform a Next Block function and select one method. Press [CTRL] + [Page Down] on the keyboard. Click on the Next Block icon located on the Toolbar. Select Block, Next from the Menu bar.

2 The details of the CRN display. Use the Next Block to view additional information for the CRN.




Exercise: Viewing CRN Details & Rollback Function, Continued

3 Review the three different ways to Rollback to the Key Block and select one

method. Press [Shift] + [F7] on the keyboard. Click on the Rollback icon located on the Toolbar. Select File, Rollback from the Menu bar.

4 [Tab] to the CRN box and enter 14542. 5 Perform a Next Block. 6 Review the details then perform a Rollback. 7 Enter 10999 in the CRN: box. 8 Perform a Next Block. Since the CRN does not exist for the given term, the

form is not populated and the following error is displayed in Auto Hint.

9 Exit the form SSASECT.



Schedule Calendar (SSAACCL) Section

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Schedule Calendar Form

Part of Term is used to designate the length of the term that the CRN is offered. They are created by the Registrar’s Office each term and only a small number are created. For each course, Schedule Builders must choose a Part of Term that completely encompasses the meeting times of the CRN. If a CRN does not meet the entire Part of Term, a note is attached to the CRN to indicate the actual meeting times. The Schedule Calendar (SSAACCL) form displays the Part of Term and Meeting Time information for a CRN.



Calendar Information Block

Enrollment Enrollment indicates the number of students enrolled in the selected CRN.

Section Begin/End Dates

The Section Begin and End Dates specify the start and end of the Part of Term assigned to the CRN. These dates do not necessarily indicate the first or last day of the CRN.

Number of Weeks (Section)

The highlighted Number of Weeks in the picture below indicates the number of weeks in the Part of Term for the selected CRN.

Part of Term Part of Term is used to designate the length of the term that the CRN is offered. Part of Term 1 or 1A designates the entire term.

Session Begin/End Dates

The Session Begin and End Dates specify the duration of the CRN. These dates may differ from the Section Begin and End Dates and do not necessarily indicate the first or last day of the CRN.

Number of Weeks (Session)

The highlighted Number of Weeks in the picture below indicates the number of weeks the selected CRN actually meets.

Census Dates The census date listed is the 20th day of classes for the term listed in the Key block. The Census One/Two Enrollment numbers are the enrollment number as of that date. For current or past terms, the Enrollment and Census One/Two Enrollment numbers may not match indicating that one or more students dropped from the course. For future terms, the Census One/Two Enrollment number indicates the number of students currently enrolled.



Exercise: Viewing a CRN’s Meeting Times

How to view the meeting times for a CRN.

1 Activate the Schedule Calendar (SSAACCL) form. 2 Enter a term in the Term: box. 3 Enter a CRN in the CRN: box.

or Click the Search drop down arrow to search for a CRN.

4 Perform a Next Block. 5 The Subject and Course number display in the Key block.

Enrollment number and the dates the CRN meets (Session Begin/End Dates) display.

6 Exit the form.



Class Roster (SFASLST) Section

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Class Roster (SFASLST)

The Class Roster (SFASLST) form may be used to view a class list for a specified CRN. This form displays (registration) status for each student enrolled in the CRN. Total number of records does not necessarily indicate total number of students enrolled. Use the Registration Status Codes on the following page to help determine the status of each student. Tip: This form will display midterm and final grades immediately after they are entered in Self Service. This form will allow users to provide verification for a faculty member if they are unsure if grade entry was successful.



Course Registration Status Form (SFARSTS) Section

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Course Registration Status Dates and Refunds

The Course Registration Status Form provides the rules associated with a student's course status. Students can enroll/drop from a class with the following status codes: DW, FW, RW and WW. The remaining options must be done by the Registrar’s Office. Depending on the action, a percentage of tuition and/or fees may be refunded to the student.

Part of Term Codes

Part of Term codes and date ranges are listed for an individual CRN on the forms Schedule Calendar (SSAACCL) and Schedule (SSAASECT). Examples of Part of Term Codes:

Code Description Terms Used 1 Full Term Fall, Spring, Summer P Pre-session (2 weeks) Fall, Spring, Summer

F10 First Half Term Fall, Spring S10 Second Half Term Fall, Spring 810 Summer First 4 Weeks Summer 820 Summer Second 4 Weeks Summer



Exercise: Look Up Date Ranges and Refund Ranges

This exercise shows how to view the registration date ranges and possible tuition refund date ranges for a selected Term and Part of Term.

1 Activate the Banner form SFARSTS. 2 Enter 201110 in the Term box. 3 Enter 1 in the Part of Term box. 4 Perform a Next Block. 5 Information displays in the Course Registration Status Dates box.

Date ranges display indicating the earliest and latest date a student may enroll/drop from a CRN with the related registration status. Tiered registration (seniors register on the first day, juniors on the second day, etc) is not reflected in these data ranges.

6 Highlight the WD registration status code. Information in the Course Registration Status Refund Rules block displays.

As shown above a student will receive an 80% tuition and fees refund if they withdraw between August 26, 2010 and September 1, 2010 from a Fall 2010 CRN that meets the entire term.



Extracting Data from Banner Section

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Some forms in Banner have the capability of extracting the information displayed to Excel. Forms such as Class Lists (SFASLST) and Student Course Registration Audit (SFASTCA). Extracting from Banner to Excel places all data on the Banner form into individual columns. The Student Course Registration Audit form displays three records at a time. Some students may have as many as 50 or 60 records for a given term. Extracting the data from Banner to Microsoft Excel allows users to see all records at once.

Exercise: Change Banner Preferences

The following exercise demonstrates how to change a Banner setting to include the header row when extracting data into Excel.

1 Log into Banner. 2 From the General Menu, select File, Preferences. 3 In the lower left corner, check the

Include Header Row in Data Extract box under Data Extract.

4 Save, then exit the form.



Exercise: Extracting from Banner

Use these steps to extract information from Banner to Microsoft Excel. Not all forms allow users to extract information from Banner.

1 Open either the Class Lists (SFASLST) or Student Course Registration Audit (SFASTCA) Banner form.

2 Enter the required information in the Key Block and perform a Next Block. 3 Select Help, Extract Data No Key from the Menu

bar.

4 Click Open on the File Download pop-up.

5

The information displays in Excel.

Some columns may display ######## instead of the actual data. This indicates that the content of the cells are too big to display. To display the content, place the mouse cursor over the line that separates the two columns as shown below and double-click. The column will expand to a larger width and the content will display.

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