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BANNER WEB for OSU Faculty & Advisors

September, 2008

OREGON STATE

UNIVERSITY

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BANNER WEB for OSU Faculty & Advisors is a collection of training and reference materials for OSU Faculty who require access to the Banner Student Records via the Web at Oregon State University. This document provides specific information and tips for accessing and using the Banner Web products in three sections:

The Banner Web section is for all Faculty using Banner Web, providing: o A key to typestyles used in this suite that indicate Banner Web actions and components, o A guide to logging in and navigating Banner Web menus for Faculty, o General information about Banner Web, and o OSU policies on Confidentiality of Student Records and Files.

The Web for Faculty section references specific web pages for Instructors: o Viewing personal schedules, o Downloading Class files, o Grading via the Web, and o Viewing information and schedules for students in their classes.

The Web for Advisors section references specific web pages for Advisors: o Viewing information and schedules for all students, and o Viewing student progress reports used at the departmental level for advising.

Document Key:

This key gives examples of typestyles used in this document to indicate or refer to actions, components, and text within Banner.

First Edition, April, 2001 Second Edition, February 2004 Third Edition, June 2005 Current Edition, September 2008

© Oregon State University, 2008

Acknowledgment: The materials in this document were developed by staff at Oregon State University based in part on SCT Corporation documentation for its Banner™ Systems. Banner is a registered trademark of SCT Corporation.

• Menu names are bold and all caps:

• Web page names are bold capitalized small caps:

• Data names are normal capitalized small caps:

• Navigation Buttons are capitalized normal font enclosed in brackets:

• Keystrokes are bold capitalized characters:

• Typed Data are bold and capitalized characters enclosed in double quotes:

STUDENT MENU

DETAIL CLASS L IST

LAST NAME

[Submit]

Tab

“Stuff”

Banner Web

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Table of Contents

Table of Contents ........................................................................ iii

Accessing Banner Web................................................................ iv

Banner Web Overview ............................................................. 65 Banner Support

The Registrar’s Office SIS Systems Integrator Administrative Systems Trainer

Security and Access to Banner Web

Confidentiality of Student Information .................................... 66 FERPA Student Imposed Restrictions

Main Menu for Faculty .............................................................. 67 Faculty & Advisor Menu selections

Faculty Services examples Faculty Detail Schedule ........................................................68 Summary Class List ..............................................................68 Detail Class List....................................................................68 Class List / Grade List File Download..................................69

Web Grading examples Final Grade and Spring Term Preliminary Grade menus.....69 Keyed Entry ..........................................................................70 File Upload............................................................................70

Student Menu Examples View Student Schedules .......................................................71 Student ID/Name Search.......................................................71

Main Menu for Advisors Main Menu differences .............................................................72 Advisor Menu selections ...........................................................72

Advisor Menu Examples Student Pin Lookup...............................................................72 New Student Profile..............................................................72 Student Academic Transcript................................................73 Advanced Standing Report ...................................................74 Student Advising Worksheet ................................................75 Degree Evaluation.................................................................76

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Accessing Banner Web

Banner Web for Faculty and Advisors provides access to class lists, student schedules and basic student information including student e-mail addresses, and provides advisers access to transcripts, advising worksheets, degree audits, and student PINs via the Web.

Web for Faculty

Faculty members who have been officially assigned as instructors for a class or classes will have access to the class lists and grading for those courses. Also available will be basic information (name, address, e-mail, major, etc.) about students in your classes.

If you have not been officially assigned as an instructor or a grader for the course, contact your department staff for assistance.

Web for Advisors

Faculty members who have Advisor level access in Banner are eligible to also use Web for Advisors. You will be able to access some basic student information (name, address, e-mail, major, etc.), unofficial student transcripts, advising worksheets, degree evaluations (degree audit/progress reports), student advising PINs and student schedules.

If you do not currently have Banner access for advising, you may:

• Complete and submit a Banner and Data Warehouse Request for Access form to Milne Computing Center (online at: http://osu.orst.edu/dept/computing/banner/access.html ), and

• Sign up and attend the Web for Advisors training session (enrollment available online at: http://osu.orst.edu/Dept/isteach/register.htm ).

To access Web for Faculty & Advisors, go to:

1. OSU Home Page

2. Select 'Faculty & Staff' from the black, horizontal menu bar

3. Select 'Employee Online Services' from the menu bar along the left side

4. Login with your OSU ID # and General Access PIN (GAP) ** If you have forgotten your GAP, you may contact OSU Computer Helpdesk, 541-737-3474 **

5. Select FACULTY & ADVISORS .

Please follow OSU guidelines for release of student record information, available online at: http://oregonstate.edu/registrar/records-release.htm .

OREGON STATE

UNIVERSITY

Web for Faculty

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Banner Web Overview

The Banner Web software is a Web based interface developed and maintained by the Systems and Computer Technology Corporation (SCT). The software is used to retrieve student records and information in OSU’s ORACLE database created and managed with the Banner software. Banner Web for Advisors is supported by:

• The SIS Systems Integrator, Joy Bautz (541-737-3375), who provides user support and administers access to the data.

• The Administrative Systems Trainer, Ross Jackson (541-737-8767), who provides user training and assistance in administrative software navigation.

• The Registrar’s Office, Nancy Laurence (541-737-4048), who is responsible for the appearance and content of the OSU Banner Web pages.

Banner Web for Faculty and Advisors is a collection of web based pages displaying OSU faculty and student data:

• Providing faculty with online access to class schedules, rosters, and grading.

• Providing faculty and advisors with online access to student information and schedules.

• Providing academic advisers with online access to student PINs, unofficial student transcripts, and advising worksheets.

Security and Access to Banner Web Access to Banner Web is based on your legitimate educational need to know, as established by your Dean or Department Head. The Registrar’s Office has custodial responsibility for all student data. Access is query only, limiting users to viewing and reporting database information.

OSU faculty are automatically granted access to Banner Web for Faculty by having responsibility for managing classes, delivering class content, and/or assigning grades. Some departmental staff have the ability to grant non-teaching personnel access into Web for Faculty to support Web Grading.

Because OSU advisors require access to a broader scope of students, there are two requirements for receiving access to Banner Web for Advisors: 1) completing your access forms (available at: http://osu.orst.edu/dept/computing/banner/access.html ), and 2) attending the Web for Advisors training. Access to Banner Forms is not required, though any OSU faculty or staff that has Banner access at the Advisor level is automatically granted access into Banner Web for Advisors.

Banner Web users are granted access using their University ID and General Access Pin (GAP), which is initially set to the user’s birth date in MMDDYY format. The GAP must be changed to another six-digit password prior to entering the Web products, and it is recommended that the user establish a security Question and Answer at that time also.

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Confidentiality of Student Information Pages in Banner Web for Faculty and Advisor contain a variety of data associated with the student, including personal data (such as, address and phone number) and academic data (such as, grades and courses). Federal legislation, the Family Educational Rights and Privacy Act of 1974, guarantees students the right to have their records maintained in a private and confidential manner. The confidentiality of students’ records is also guaranteed in State of Oregon statutes, and by OUS and Oregon State University policy.

The security of students’ records is an extremely important responsibility of the University, and as an authorized Banner Web user, you are responsible for maintaining the security of your computer workstation and the confidentiality of student records. This includes any and all reports you create and print, and any and all information that you release about students.

Family Educational Rights and Privacy Act of 1974

FERPA guarantees students the right to have their records maintained in a private and confidential manner. This applies to all student educational records, either on paper or in computer files, which are explicitly identified by a student’s name or by which students can be individually identified. Information cannot be released to any person, parent, or legal subpoena without a legitimate educational need to know or without the student’s written permission.

Banner Web users performing instructional, supervisory, or advisory, duties for OSU may have a legitimate educational need for access to student data, and are expected to read, understand and comply with the Acceptable Use of University Information Policy and the Acceptable Use of University Computing Resources Policy.

Only directory information may be released to the general public, unless the student has restricted its release (see Student Imposed Restrictions below). Directory information is:

• Student’s Name

• Current Mailing Address and phone number

• Student Email Address (only type ONID)

• Day and month (not including year) of birth

• Degrees and awards received

• Status as a graduate teaching/research assistant and campus office address

• Class standing, major field of study and full or part-time enrollment status

• Dates of attendance and most recent previous educational institution attended

• Participation in officially recognized activities and sports

Directory information DOES NOT include course and grade data

Before releasing any student information, also link to and understand the Registrar’s publication: OSU Guidelines for Release of Student Records.

As a Banner Web user, you have the authority and responsibility to deny any request for data that you feel is not legitimate. If you are in doubt, it is better to be cautious rather than release information that is restricted by law. Refer any questions you may have to your supervisor or to the Office of the Registrar, and refer all inquiries from law enforcement officials directly to Tom Watts in the Registrar’s Office, phone (541) 737-4048.

Student Imposed Restrictions

Students may restrict the release of their directory information by completing a Request to Restrict Directory Information form (at the Office of the Registrar), and restrictions remain in effect until removed by the student. When a student has chosen Confidentiality, most Banner Web pages that contain confidential information will display “CONFIDENTIAL”.

Web for Faculty

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MAIN MENU for FACULTY

The MAIN MENU will be customized to your individual roles at OSU. As an employee, you will see the PERSONAL INFORMATION menu and as a faculty member, you will see a FACULTY & ADVISORS menu which will provide information about your schedule, your students and classes, and access to Web Grading forms and reports.

FACULTY & ADVISORS Menu Selections

Note: It is not necessary to identify the specific term or CRN prior to selecting one of the other menu choices, as you will be prompted to identify them as needed.

The first two selections of the menu, TERM

SELECTION and CRN SELECTION , are used to identify the specific term and class you want to work with.

These FACULTY SERVICE web page selections provide information about your individual schedule, summary and detail class lists, and summary and detail wait lists for your classes.

This web page selection provides the ability to download class list data files to your PC.

These sub-menus provide direct access to upload final and spring term grades by CRN, by subject and course, or using the Blackboard Grade Book.

The STUDENT MENU’s functionality is dependant on your role at the university: faculty will be limited to information for only the students that are attending their classes, while advisors will have access to information for all students.

Advisors will be able to see the ADVISOR MENU, which provides access to a series of reports that will assist in advising students.

This web page selection provides the ability to search for classes by date, subject, and instructor along with other criteria.

The SECURITY INFORMATION selection will display the types of access that have been granted to you as a Banner Web user, and the INSIGHT RESUME SCORING APPLICATION selection requires specific access.

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Faculty Services examples

The FACULTY DETAIL SCHEDULE produces this block of information for each class that you are teaching.

The SUMMARY CLASS L IST displays course attributes, class seating and a summarized list of students attending the class. Note: This form is one of the few forms that will display the student ID.

The DETAIL CLASS L IST to the right displays the same course attributes, and class seating as above, and offers more student information than above. Each student’s information is presented in a separate block.

Note: Both of the Class List forms provide a link to the student’s contact information by clicking on their name.

Web for Faculty

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The CLASS L IST/GRADE L IST FILE DOWNLOAD selection provides an interface page where you first identify the course by Subject and Course Number or by CRN. Then you can describe the output file you want by selecting student status, file type, and up to 10 selections of specific information for each student that you want to download.

FIELDS 1 through 4 have been populated by defaults, though you can change each of the 10 fields to any selection of information provided in the drop down list. Note: The Confidential flag is included as an option.

Click the [Create Class List] button to retrieve your class list. Note: You will be prompted for a file name and pathname for your class list file.

The FINAL GRADES MENU and the SPRING

TERM PRELIMINARY GRADES MENU selections each take you to a sub-menu where grades can be keyed in, uploaded from the grade book Blackboard, or uploaded from a local file – it must reside on the computer being used, the file can not be located on a server.

The menu for Spring Term Preliminary grades includes a download process for those students that are eligible to be considered for the process.

Additionally, reports to viewing missing grades are available to support each of the processes.

Remember that all Final Grades must be completed by noon Monday following Finals Week.

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The KEYED ENTRY selection will become available on Monday of Dead Week. It produces the following record of information for each of the students in the class and term that has been selected, showing a maximum of 25 students at a time. To enter a grade:

• Select the grade using the drop-down box. • Submit the page when grade selection is complete.

Grades may be changed using this form until they are rolled. The Rolled indicator will display “Y” and the drop-down box will no longer be available once the grade has been posted in academic history by the Registrar. The posting process will occur nightly during Finals Week.

Remember that you have a 60 minute time limit for each page of grades. Each time you ‘Submit’ the page, the timer will be restarted at zero.

The FILE UPLOAD selections provide an interface page used to identify the input file and file type you want to upload. Enter the PATH/FILENAME of the file containing student grade entries, and choose the appropriate separator format of the file.

Indicate the target class to be graded in one of three ways: 1) select a SUBJECT/COURSE to submit grades regardless of section number; or 2) select a CRN to submit grades for a specific class;

or 3) indicate the SUBJECT/COURSE/SECTION or CRN data within the file to submit grades for any class you have access to grade.

• If using option 3, select the file’s data elements in the sequence they appear in the file. The STUDENT ID and GRADE data are mandatory.

To upload the file, click the [Process File] button. Note: An error report will follow the completion of the upload, and any error may be corrected and resubmitted.

Grades may only be assigned one time for each student. Once a successful upload has occurred for the student, all subsequent uploads will be ignored. Changes to the student’s grade can be made using the FINAL

GRADES – KEYED ENTRY selection until the grades are rolled.

1 >

2 >

3 >

or

Web for Faculty

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STUDENT MENU examples

The TERM SELECTION and ID SELECTION are used to identify the specific time frame and student that you want to see. They will be set when used, and prompted when they are needed and have not been set by prior use.

The VIEW STUDENT INFORMATION , the VIEW STUDENT

ADDRESS AND PHONES, and the VIEW STUDENT E-MAIL ADDRESS selections produce information blocks containing student data.

The VIEW STUDENT SCHEDULE selection will produce an information block like this one for each of the classes that the student has registered for:

When you are prompted to enter the ID, you can either enter the student ID directly, or you can search for the ID using the student’s name.

Two comments: Faculty can only see students in their

classes. Advisors can see all students. In either case, choose Students or leave the

default of Both to find results.

You will be asked to verify the selection you made for the search. Click on the [Submit] button to continue.

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MAIN MENU for ADVISORS

Access in the FACULTY & ADVISORS menu will be customized to your individual role as an advisor at OSU. You will see the STUDENT MENU just as a faculty member would, though the information is available for all OSU students, and not limited only to students attending your classes.

The ADVISOR Menu

This sub-menu is available depending on your role at the university. As an advisor you will have an additional entry in the main menu, the ADVISOR MENU .

As before, the TERM SELECTION and ID SELECTION are used to identify the specific time frame and student that you want to see. They will be set when used, and prompted when they are needed and have not been set by prior use.

ADVISOR MENU examples - STUDENT PIN LOOKUP

The STUDENT PIN L OOKUP selection will return a block of information including the student’s ID and NAME, and the term’s associated PIN.

ADVISOR MENU examples - NEW STUDENT PROFILE

The NEW STUDENT PROFILE selection will return a block of information including the student’s NAME, ID, COLLEGE, MAJOR, REGISTRATION PIN, RESIDENCY STATUS, and DEFFICIENT – FOREIGN LANUGAGE indicator. This information will be available (and updated when changed) from the point of admissions forward,

The remaining HIGH SCHOOL and TEST SCORE data is used for admission to the university.

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ADVISOR MENU examples - STUDENT ACADEMIC TRANSCRIPT

The STUDENT ACADEMIC TRANSCRIPT selection will open a dialog window prompting you for the Level of attendance you want to include. The only Type is “Unofficial”.

A STUDENT ACADEMIC TRANSCRIPT contains a control block displaying the student NAME, partial SSN, and CONFIDENTIALITY status, if chosen.

The control block also has direct links to the sections of the report

Followed by a block of Degree information,

Followed by a block of Transfer information,

Followed by a series of blocks of Class information by term,

Followed by a summary block for each level of study.

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ADVISOR MENU examples - ADVANCED STANDING REPORT

The ADVANCED STANDING REPORT selection will produce:

A block of degree information,

Followed by a block of transfer information by institution (the normal type represents the courses as taken at another institution, and the bold type represents how the courses were applied at OSU),

Followed by a summary of transfer GPA information.

This data can also be downloaded to an Excel or a PDF file.

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ADVISOR MENU examples - ADVISING WORKSHEET

The STUDENT ADVISING WORKSHEET selection will produce:

A block of personal information,

Followed by a block of degree information …

Followed by a block of GPA information …

Followed by a block of terms attended (with comments) …

Followed by a detail block for each course of study in alphabetical order by subject.

The [Expand Transfer Work ] button will include original institution information below the OSU course information.

For classes that appear in italics:

Transferred courses are indicated by a T, and

Currently registered courses are indicated by an R.

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ADVISOR MENU examples:

DEGREE EVALUATION

On the initial page you can generate a new evaluation or view previous evaluations.

On the View Previous Evaluations page, you can also generate a new evaluation for their current program, or you can generate an evaluation for any new program using the [What-If Analysis ] button.

By selecting any evaluation you can see the DEGREE EVALUATION DISPLAY OPTIONS page.

The comments at the top of the page are important to understand.

The NEW-STYLE GENERAL REQUIREMENTS and the GENERAL REQUIREMENTS are the same data, though the NEW-STYLE report creates a PDF that has been re-organized for readability.

The DETAIL REQUIREMENTS page is structured like the GENERAL REQUIREMENTS report, though it will display more information for each CRN.

The ADDITIONAL INFORMATION page displays any coursework not considered in the evaluation.

The PROGRAM EVALUATION PDF is the result of selecting a NEW-STYLE GENERAL

REQUIREMENTS report. It first lists the program being evaluated and the general requirements.

The Area Summary block lists the status of MET or NOT MET for each area of the degree itself as well as the core curriculum.

Then each area of the degree and its requirements are listed in blocks. Areas that have deficiencies are indicated at the top with “NOT MET”.