Banner. Common. Forms

Transcription

1 Banner Common Forms

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3 Main Menu This form will be the starting point for all Banner processes. To go to a form or process type the seven character form / process name in the Go To box or find the information in the My Banner folder or SCT Banner folder. Listed in this booklet is some of the most common forms used by our Banner users. Descriptions of those forms are supplied. 3

4 Banner Forms GUAGMNU: Main Menu This is the starting point for all modules in Banner. SPAIDEN: SPATELE: SPAPERS: Identification Form Used to capture biographic / demographic information relating to all persons / non-persons in the system. Telephone Form - Used to record the multiple phone numbers a person may have associated with his/her addresses. This form is also accessed from any form that contains an address. General Person Form - Used to capture additional biographic data for persons. GOAEMAL: Form - Use this form to record one or more addresses for any Banner ID. Note: This form will allow you to specify any address, regardless of type, and should appear on the web. SPAEMRG: Emergency Contact Form Used to capture emergency contact information for persons as provided by individual. SOADDRQ: Address Summary Form - Used to query and display all of the address information associated with a person / non-person currently on the system. GOAINTL: International Information Form - Used to enter information relating to the person s international status. SOAHOLD: Hold Information Form Used to assign and review holds relating to a WKU ID. SOAIDEN SOAIDNS SOAHSCH Person Search Form: Used to determine the correct ID / WKU ID number for a person using the query capabilities of the system. May be accessed from all forms that require an ID number in the Key Block. A second function, the soundex search, is provided on the Soundex Search window. Person Search Detail Form: This form is called via the Count Query Hits function on the SOAIDEN form or by entering the form name in the Go To box when accessing WKU ID / ID related information for a specific record. This form may be used to further determine the correct student to be used for processing. High School Information Form: Used to enter high school information. 4

5 SAASUMI SAAADMS SFASRPO SOATEST Admissions Application Summary Form: Used to view a summary of the admissions applications for a student. This form may be accessed from the Admissions Application Form (SAAADMS). Admissions Application Form: Used to enter and maintain admissions application and checklist items. Student Registration Permit Override Form: Used to assign specific permit-override codes to individual students on a term/course or term/course section basis. Test Score Information Form: Used to record and maintain test score information. ID must exist before test scores may be entered in database. You will find COBA and Honors and all other types of test scores on this form. 5

6 Identification Form (SPAIDEN) SPAIDEN is the Identification Form and is used to capture biographic / demographic information for all persons / non-persons associated with the institution. Persons / nonpersons may belong to any of / or all installed applications: Student, Finance, Human Resources, etc. All persons / non-persons must first be entered into the database using the SPAIDEN form. The information maintained in this form is specific to that person / non-person and does not relate to their involvement at WKU. All modules / applications are dependent on the information captured and maintained in this form. Any changes or additions to a person / non-person must be made on this form. Enter Id and perform a Ctrl + Page Down or click Next Block Icon. 6

7 Enter ID in the ID Information Key Block. If ID is in the database; the name will populate in the name fields. If ID does not match do a Name Search on the database. Once you have found a match in the database, perform a Ctrl + Page Down or use Next Block icon loading the information into the form. The following Current Identification information will be loaded into the next block: ID, Last Name, First Name, Middle Name, Suffix, and Preferred First Name. You will notice that this form is tabbed which makes it much easier to access information about the ID. Special Note: NAMES: It is important that person / non-persons not be entered in Banner more than once. There is a policy of Banner Data Entry Standards and Guidelines. A copy may be found in the Registrar s Office. Examples are: 1. Whenever possible the first name and middle name will be spelled out in full. 2. If only a first initial is used for a first name it will be followed with a period and the middle name will also be entered in the first name field. 3. If first name is too long for the field, as much as possible will be entered. 4. Last name will always show the complete spelling. 7

8 ALTERNATE IDENTIFICATION WINDOW Perform a Ctrl + Page Down or Next Block or press the F2 function key and a list of tabs will appear and you may select the form you need from the drop down menu. The Alternate Identification form will appear. If there has been any ID or name changes it will appear on this form. If multiple changes have been made on this record, you may use the vertical scrollbar to view all changes (Three changes will appear without you having to use the scrollbar). Perform another Ctrl + Page Down or Next Block or Tab selection and that will take you to the Address Information form of the SPAIDEN form. 8

9 Address Information Window Pane The Address Information form is used to enter all addresses of the person / non-persons in the database. All addresses may be displayed with this form, with the active or current addresses in type order, followed by inactive addresses. Addresses may not use the pound sign (#). Standard abbreviations will be used in the street address lines as well as the city field. Addresses may also have an effective date for activity. These policies are also described in the Data Entry Standards and Guidelines Document. Perform another Ctrl + Page Down or Next Block or Tab selection and that will take you to a next form the Telephone form SPATELE. 9

10 Telephone Form (SPATELE) SPATELE is the Telephone Form and records multiple phone numbers a person may have associated with his/her addresses. This form may be accessed from any form that has an address. Telephone numbers are entered in a three-field format: area code, seven digit number and extensions. All telephone numbers must have a telephone type: BI Billing, ER Emergency Contact, MA Mailing, etc. Only telephone numbers not associated with addresses may be entered using this form. Examples are Cell, FAX, and Pagers. Used for viewing of all phone numbers. Perform another Ctrl + Page Down or Next Block or Tab selection and that will take you to a different form the SPAPERS form. What do I find on the SPAPERS? Bio/Demo information about the ID SPAPERS is the General Person Form and is used to enter and maintain biographic information about the person after he/she is established on the database. Types of data: 1. Gender: Selected if known, marked Not Available if unknown. 2. Date of Birth: May not be a future date. 10

11 3. Age: Calculated by the system based on the Date of Birth. Is not stored in system, calculated each time form is called. 4. SSN: Social Security Number of the person. 5. Confidentiality Indicator: Indicates that information about this person should remain confidential. The Office of the Registrar upon the student s request will set the flag. If the checkbox is checked, then the warning message, Confidential will display on all forms in the Student Module for the ID in the Key information. This indicator does not control any other system processing. 6. Deceased: Select if ID is deceased. Online processing is not prevented, however this message, Deceased will display on any form that is called with that ID Key Information. Some batch processes will be prohibited for a deceased person. Deceased Date: Date of death if deceased. If date is entered the system will automatically check the Deceased checkbox. Must have date if checked. 7. Citizen: Citizenship. 8. Martial: Martial status. Currently not used by WKU. 9. Religion: Religion. 10. Legacy: Relationship of an Alumnus to the student. (Parent, Grandparent) 11. Ethnic: Ethnic background. Critical for IPEDS and additional reports Perform another Ctrl + Page Down or Next Block or Tab selection and that will take you to a different form GOAEMAL. 11

12 Form (GOAEMAL) Use this form to record one or more addresses for any Banner ID. Note: This form will allow you to specify an address, regardless of type, and should appear on the web. Perform another Ctrl + Page Down or Next Block or Tab selection and that will take you to a different form SPAEMRG. Emergency Form (SPAEMRG) SPAEMRG is used to collect emergency contact information for an ID. Information will include: Contact name, relationship to the person with the emergency, address and phone information for the person to be contacted. Close the form at any time by clicking the X on the Horizontal Toolbar or Ctrl + Q. 12

13 Address Summary Form (SOADDRQ) SOADDRQ is the Address Summary Form and is used to query and display all of the address information associated with a person on the database. Use the Vertical Scrollbar to scroll through all of the addresses. This is a view only form. Click the X Icon to return to Main Menu or Ctrl + Q. International Information Form (GOAINTL) GOAINTL is the form is used to enter information relating to the person s international status. Ctrl + Tab or perform Next Block function. 13

14 Passport Admissions/Departure Information Form of GOAINTL Ctrl + Tab or perform Next Block Function to Certification of Eligibility Information Ctrl + Tab or perform Next Block Function 14

15 Nationality / Family Information Click the X Icon to return to the Main Menu or Ctrl + Q. Hold Information Form (SOAHOLD) SOAHOLD is the form used to assign and review holds relating to a person. The hold information is maintained on the Hold Type Code Validation Form, which specifies how the person is affected by the hold. Holds may prevent registration, graduation, and prevent a transcript from being produced, etc. Hold information is used in the many office across the university. Place cursor in the field Hold Type Press F9 List of Values will appear for holds. 15

16 List of values. Click the Cancel Button to not load a value, click OK to load the value. To search type the information in the find box and then click the find button using the rules for searching for information. Click X Button to return to the Main Menu or Ctrl + Q. How do I search for a person in Banner? Person Search Form (SOAIDEN) This form is used to determine the correct ID number for a person using the query capabilities of the system. May be accessed from all forms that require an ID number in the ID Key Information Block. Click the Options Menu and select another search the Search and Display More Details search. This is an extended search that will bring in additional information about the person. Go to the SOAIDEN form. 16

17 Type search Smi% (Last Name) jo% (First Name) Remember % is a wildcard. Click Execute Query Icon or F8 How do I perform an Extended Search when I find multiple matches? Person Search Detail Form (SOAIDNS) This form may be used to further determine the correct student to be used for processing by highlighting the name on the SOAIDEN form that you would like to check more information on. You may click Search and Display More Detail under the options menu or right click your mouse button on a blank area of the canvas under the separator bar to open the Options menu. Click the link on the Options menu. The SOAIDNS form will open. Highlight the name you need more information about. 17

18 The SOAIDNS form will open when using the Search and Display more Details link Notice search name all ID s that have a last name of Smith and first name JoAnna was pulled to this form now we must Execute Query or F8. 18

19 First block will contain a list of names that match your search. Use the arrow down key or cursor to go through the list or use the Vertical Scrollbar. Second block is used for Soundex Searching. Third block will have general information on the student highlighted in the first block. Fourth block will have the addresses associated with the student currently highlighted in the first block. To choose student, highlight the name and double-click or click the select icon. To Exit without choosing a student, click the X icon on the Horizontal toolbar. This will take you back to the SOAIDEN form. Click the X icon once to cancel query and X icon again to take you back to the Main Menu or Ctrl + Q twice. High School Information Form (SOAHSCH) This form is used to enter high school information such as school name and address, graduation date, subjects taken, course and overall GPA, and class rank/size. The system will automatically calculate the student s percentile standing if class rank and size are both entered. Must be entered manually if either is blank. Ctrl + Tab or Ctrl + Page Down or click the Tab you want or Tab selection process using F2. This will open the High School Subjects form. Currently WKU is not using this form. 19

20 You may get the High School Address by using the processes to get to that tab. Click X Icon to return to Main Menu or Ctrl + Q. Admissions Application Summary Form (SAASUMI) Determine if a student has applied for admission This form is used to view a summary of admissions applications of a student. The form may be accessed from the Admission Application Form (SAAADMS) or from the Main Menu. You may look at an application for a specific term by entering the term you want to review or view the entire application history by leaving the term blank. If you look at a specific term, it will list that term and all previous term applications. Fields on SAASUMI are protected from updates. Click the X Icon to return to the Main Menu or Ctrl + Q 20

21 Admissions Application Form (SAAADMS) Find more information about an admissions application This form is used to create and update admissions applications submitted to WKU. An unlimited number of applications may be entered for one applicant for any term. A student record is generated after an applicant is accepted at the institution. There is an immediate SGASTDN record created when the student is admitted. You will have a Vertical Scrollbar if they have more than one application. Curricula Tab Fees, Mail Submission, Withdrawal Data 21

22 Checklist of items required and there status Sources, Interests, Comments Contacts, Cohorts, Attributes Click X Icon to return to the Main Menu or Ctrl + Q. 22

23 Student Registration Permit-Override Form (SFASRPO) This form is used to view or assign specific permit-override codes to individual students per term by course or section. When a code is assigned to a student for a specific term, the CRN, Subject, Course and Section fields are available to specify when assigning the specific permit-override code. At a minimum, a subject and course number must be entered when assigning a code. If a subject and course number are specified, the permitoverride registration error checking will apply to any section of that subject and course number when the student registers. If a specific CRN is entered, the subject, course number and section number will default. If the subject, course number and section number are entered the CRN will default. Multiple permit-overrides may be assigned to the same subject and course number combination or the same CRN. Click or perform a F9 on the Permit field or type Registration Permit-Override code in Student Permits/Override field, CRN, or search for CRN using Subject, Course and Section then select. Save the record F10 or Save Icon. Then close the form. 23

24 Test Score Information Form (SOATEST) This form is used to create and update test score information for an applicant. Test score information can be added or updated manually. You may also tape load information. The ID must exist before test scores may be entered on the student. Information loaded to form, page-down or use vertical scrollbar to view all of the test scores of the student. Use tabs to view information Perform Ctrl + Page Down or Next Block Icon 24

25 There is a possibility of multiple scores on a student so be careful in looking for your test scores. You are able to perform a search looking for all of the test scores of a certain code by executing a search on that code. Clear form by using Enter Query icon or F7. Enter your Query Execute your query press F8 or Execute Query icon. 25

26 Results of Query for Value A05 Need to find a list of the Test Code values (make sure that you are on a blank record). Test Code drop down icon or press F9 for a list of the values. Find and select your value. Click X icon or Ctrl + Q to return to Main Menu. 26

27 Exit Banner Return to the Main Menu form. If finished with Banner Click X icon or Ctrl + Q until you get the following Dialog box. Click the Yes button if you are finished. If you are not ready to close Banner or hit the X icon by mistake click the No button. 27