Table of Contents Family Educational Rights and Privacy Act (FERPA) .................................................. 3 How to Log in to Banner: ....................................................................................................... 6 Navigation Cheat sheet .......................................................................................................... 7 Changing your Banner password (GUAPSWD) .............................................................. 8 The Overall Look ..................................................................................................................... 9 Navigating through Banner ............................................................................................... 10 The Look of the Forms ......................................................................................................... 13 Searching for Records & Navigating the Form ............................................................ 14 SWAIDNS -‐ Directory Information Form ....................................................................... 22
A. Key Area Block ........................................................................................................................................ 22 C. Registration Terms Block: Click in the field to access. .......................................................... 23 D. General Student Block: Click in ‘Effective Term’ field to access ....................................... 24 E. Residence Halls Block: Click in Term field to access .............................................................. 25 F. Address Information Block: Click in Type field to access .................................................... 26 G. Additional Information ........................................................................................................................ 26
Customizing Banner ............................................................................................................. 27 Need Help? ............................................................................................................................... 33 Banner Practice Assignment ............................................................................................. 35 Request for ICIS Access ........................................................................................................ 37
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Family Educational Rights and Privacy Act (FERPA) Guidelines for Gonzaga University Personnel May 2012 Gonzaga University Spokane, Washington These guidelines are not intended to be legal advice. If you have any questions, please contact Jolanta Weber, University Registrar & Director of Institutional Research 1. What is FERPA?
The Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment, protects the privacy of student records. The Act grants students five rights: to limit disclosure of information from their records at Gonzaga University, to inspect and review their education records, to seek the amendment of those records, to file a complaint with the FERPA office in Washington, D.C., and to obtain a copy of Gonzaga’s Confidentiality of Records Policy. FERPA applies to all postsecondary institutions that receive funding under programs administered by the U.S. Department of Education.
2. Who is protected under FERPA?
Students who are currently enrolled at Gonzaga University are protected under FERPA. Parents of students termed “dependent” for income tax purposes may have access to the student’s education records upon appropriate proof of the student’s dependency. Students who have applied but are not enrolled at Gonzaga are not protected under FERPA.
3. What are education records?
“Education Records” include any records in the possession of any Gonzaga personnel which are shared with or accessible to another individual. The records may be handwritten, in the form of print, on computer, magnetic tape, film, or any other electronic medium. FERPA coverage includes records, files, documents, and data directly related to students. This includes transcripts or other records obtained from another school in which the student was previously enrolled. With certain exceptions, the student has rights of access to those records which are directly related to him/her and which are maintained by Gonzaga University.
4. What is not included in an education record?
a) sole possession records or private notes held by Gonzaga personnel which are not accessible or released to other personnel
* Please be aware that these records could be subpoenaed. b) campus security records which are solely for law enforcement purposes c) records pertinent to the employment of the student
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d) records relating to treatment provided by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional and disclosed only to individuals providing treatment e) records that only contain information about an individual after he/she is no longer a student at Gonzaga, i.e., alumni records
5. What is “directory information”?
Without violating FERPA, Gonzaga personnel may disclose information not generally considered harmful known as “directory information.” This includes student’s name, local and permanent addresses, telephone numbers, e-mail address, place of birth, major field of study, dates of attendance, full or part time enrollment status, year in school (class), other schools attended, degrees and awards received, visual image (photo, video) and weight and height of student athletes. Students may restrict their directory information by signing required forms available from the Registrar’s Office. Notice: Gonzaga University does not release any lists of students (names, addresses, telephone contact numbers) to any internal or external entity for non-educational purposes.
6. Who is entitled to student non-directory (confidential) information?
a) The student b) Any individual who has the student’s written consent c) Gonzaga personnel who have a “legitimate educational need to know” d) Parents of a dependent student as defined by the Internal Revenue Code e) A judicial order or subpoena which allows Gonzaga to release records without the student’s consent 7. When is the student’s consent not required to disclose information?
• To Gonzaga personnel only under “educational need to know” situations • The requested information is directory information • Request comes from federal, state and local authorities performing an audit or evaluation of
compliance with education programs • In connection with Financial Aid • Request from organizations conducting studies for or on behalf of Gonzaga University • Request from accrediting agencies • In the event of health or safety emergency • Request for the results of a disciplinary hearing to an alleged victim of a crime of violence • Request from parents of a dependent student when dependency status is proven • To comply with judicial order or subpoena • Request from schools in which the student seeks to enroll • To state and local authorities pursuant to a state law adopted before November 1974 requiring
the disclosure
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8. What constitutes “written consent”? Except for specific exceptions outlined in the FERPA legislation, a signed and dated consent must be provided by the student before a disclosure is made. The written consent must: a) Specify the record that may be disclosed b) State the purpose of disclosure
c) Identify the individual or class of individuals to whom the disclosure may be made 9. What documents can be removed from an education record before the student views the record?
a) Information pertaining to other students b) Financial records of the student’s parents c) Some confidential letters and statements of recommendation under
conditions described in FERPA section 99.12 10. How does increasing technology impact FERPA?
The same principles of confidentiality must be applied to electronic data as apply to paper documents.
• A complete copy of Gonzaga’s Confidentiality of Records Policy may be obtained from the Registrar’s Office.
• It is imperative that all Gonzaga personnel adhere to the provisions and
requirements of FERPA. Any violation of this law may result in Gonzaga’s loss of federal financial aid for its students.
For further information:
Jolanta Weber University Registrar & Director of Institutional Research
Gonzaga University Spokane WA 99258-0099 (509)328-4220, ext. 6504
How to Log in to Banner: A. Launch Internet Explorer. Access Banner by:
1. Typing inb.gonzaga.edu in the Address line 2. This will bring up the Parent window first, then the Banner window 3. If you get a Security Warning message, click Yes to the prompts 4. Add this site to your Favorites/Bookmarks if desired
B. Banner (Internet Native Banner) makes use of a java plug-in that will need to be loaded on your computer. If you receive an error message indicating that you need to have this plug-in installed, please call the Help Desk at ext. 5550 and they will install it for you.
C. Parent window vs. Banner window
1. The ‘Parent’ window will have the title of ‘Gonzaga INB – Microsoft Internet Explorer’. DO NOT close this window or you will lose your Banner session! You can minimize it if necessary.
2. The ‘Banner’ window will have the title of ‘Oracle Developer Forms Runtime’
3. If you exit Banner by mistake, simply click Refresh or the ‘Restart Banner’ link in the Parent window to load another Banner session.
4. To have two sessions of Banner open simultaneously, you have to open 2 different sessions of your web browser.
D. When the Banner window appears, enter in your username and password (you
do not need to specify the database) then click the Connect button or hit Enter.
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Navigation Cheat sheet
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Changing your Banner password (GUAPSWD) A. Click the Change Banner Password link under the My Links area
B. Type in your current Banner password in the field for Oracle password
C. Type in a new password in the New Oracle password field (passwords should
be at least 6 characters in length and include 1 number) D. Reenter the password in the Verify password field E. Click the Save icon (looks like a disc) F. Acknowledge the message by clicking the OK button again **Note: Passwords are valid for 6 months. At the end of that time, the system will force you to change it. If you have difficulty or need assistance, please contact the Help Desk at ext. 5550.**
When creating a password
remember to NOT use symbols!
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The Overall Look
A. Menu Bar: contains pull down menus to access available options. If a pull
down menu name is grayed out, the menu is disabled and cannot be accessed. B. Shortcut toolbar: most common functions performed in Banner. C. Title Bar: shows the descriptive form name, the 7-8 character form name, the
release number of the software, and the name of the database you are logged into.
D. Go To Field: allows you to access forms directly by typing the 7 character name. Can use the arrow keys to scroll through recently accessed forms for quicker access.
E. Main Menu: displays your customized menu as ‘My Banner’ and displays the Product Menus as ‘Banner’. Double click on the folder you want to access.
F. My Links: provides links to change your Banner password or you can customize up to 6 links of your own via the General Preferences form.
G. Auto Hint: can contain brief field descriptions, error and/or processing messages, and key stroke equivalents
H. Status Line: can contain the number of the current record followed by the number of total records in the current block (i.e. 3/15 or 3/?), whether the field has a list of values available (i.e. List of Values), and indication if the form is in query mode (i.e. Enter Query)
If you are not going
to use your Banner
Session for more than 15 minutes
please logout.
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Navigating through Banner A. Forms are on line documents where you enter and look up information in the
database. Banner provides several ways to navigate to forms. 1. Main Menu: Double click on the folder icon to expand the menus. Double
click on the form to access it.
In the example above, the My Banner folder is opened first, displaying all the folders within the My Banner folder. Double click on another folder to open it, or double click on the form to access it.
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2. Direct Access: type in the 7 character name for the form you want to access in the ‘Go To’ field, and hit Enter.
You can use the arrow keys to scroll through forms you’ve previously accessed via the Go To field
3. Options Menu(in a form): provides shortcut links to related forms. The
Options Menu is not available for all forms.
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4. Right Click Option: in blank area of form, right click to bring up a list of
forms you can link to
5. File pull down menu: access the last 10 forms that were previously opened
Remember: You need to periodically go back to your main menu or you will lock
up your session because you have two many forms open.
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The Look of the Forms Menu Bar Shortcut Bar Title Bar Key Block The first block which determines what is entered or displayed on form Tabs Allow access to other blocks of info Auto Hint Status Line
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A. Elements on a Form: 1. Buttons: visual images used to perform an action or respond to the system 2. Checkboxes: used to enable or disable features or options 3. Radio buttons: small circles used to select one of several options in a
group 4. Scroll bars: display overflow information 5. Fields: sometimes called an item. These are the areas where you enter,
query, change and display specific information Buttons Radio buttons Checkbox Fields
Searching for Records & Navigating the Form Searching (or querying) is the process of looking to see what information is already in Banner. Some forms automatically open in query mode. When this happens, <Enter Query> appears in the status line. If a form does not open in query mode, you must put the form into query mode before entering search criteria. To do this, you perform an <Enter Query> function. A. Access the form you want to use to look up information
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B. Click on the search icon next to the ID field.
C. You may be asked what type of search you want to perform.
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1. Person Search: search Banner for people records (i.e. recruits, applicants, current/past students, alumni, employees)
2. Non Person Search: search Banner for companies or vendors 3. Alternate ID Search: search Banner based on Social Security number if
you are not using the SS# as the Banner ID number. D. Select the search option and enter in the search criteria (i.e. ID, Last name,
First name)
1. You can search based on the ID# or the name. 2. Capitalization does not matter if the search form has the ‘Case Insensitive
Query’ selected. 3. Some names contain punctuation and/or spacing so include as necessary
(i.e. St. Laurent). 4. Some names do start in lower case (i.e. de la Rosa) 5. Use the wildcard (%) to substitute for any and all characters depending on
where you place it in the name.
Helpful hint! Shift + Tab will allow you to go back a field
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To find all last names that contain the letters ‘ma’ enter as ‘%ma%’ To find all last names that begin with ‘Ma’enter as ‘Ma%’ To find all last names that have ‘ma’ as last 2 letters enter as ‘%ma’
6. Use the first name to narrow down the search. Take nicknames into account. Entering ‘Chris%’ would pull all first names that start with ‘Chris’ so you would get Chris, Christopher, Christine, etc.
E. Perform an <Execute Query> function to conduct the search F. To retrieve the record you want to look at, back to the original form, highlight
the name and perform a <Select> function.
Once you have the record up on your original form, there are several ways to activate the form. A. Perform a <Next Block> function B. Click in the field you want to look at (make sure your cursor changes to the ‘I’
symbol and not the arrow). C. Use the Options Menu for more information D. Right click in a blank area of the form and select the block you want to access
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In this example, the Options menu is displayed. You could also click in the ID field, or Last Name field.
In this example, the Right click option has been used to access a list of available forms to link to, as well as other blocks of information to access.
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You can also use the Extended Name Search feature. A. On any form that has an ID field, leave the ID blank and Tab to the Name field. B. Enter the name as Last, First, Middle initial (remember you can use the wildcard %).
C. Hit Enter
1. If only 1 name in Banner matches your search, the system will give you that person’s ID.
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2. If no name matches your search criteria, you will get an error on your Help Line.
Re-enter your search criteria and re-do the search.
3. If more than 1 name matches your search, the search box below will appear. Use
the pull down arrow to retrieve the names.
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D. After reviewing the list, click on the name you want to look at on the original form. E. You can narrow your search even more by filling in the fields on the search form (i.e.
city, date of birth, gender, etc.)
Shows number of records retrieved
Use these fields to narrow your search
F. If you are unable to determine which record is the person you want to look at, click
on the Person Detail Search button to return to a search form with date of birth listed.
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SWAIDNS - Directory Information Form The Directory Information Form is provided for Student System users to be in compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and the Confidentiality of Records Policy approved by the Cabinet in 1993, whenever referencing student directory information. Also refer to the brochure, “FERPA Guidelines for Gonzaga University Personnel” on page 3. Contact the following offices for clarification of the University’s Confidentiality Policy: OFFICES AFFILIATION POLICY Human Resources Office Employees (non-student) Confidentiality of Employee Records Registrar Offices (Main/Law) Students FERPA Guidelines University Relations Office Alumni and Constituents Confidentiality of Alumni and
Constituent Records The following is a set of instructions for interpreting the data viewed on the SWAIDNS form:
A. Key Area Block
The Key Area Block is for conducting a search of the system for records. To conduct a search:
1. <Next Field> or click in the Last Name field 2. Enter in the name you want to search for (Refer to the Searching Techniques
on page 2 of this document). 3. Perform an <Execute Query> function. 4. When a query results in a list of records, use the arrow keys to scroll through
the list of names (you will only see 4 names at a time). Click in subsequent blocks to view more information.
5. When you want to conduct a new search perform a <Rollback> function or click in the ID number field and perform an <Enter Query> function.
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Refer to the following information for details on the fields within the Key Area Block. 1. ID Number: Identification number as exists on record. Refer to the Standard for
Interpreting the Identification Number for more information about ID numbers. 2. D*: If the person is deceased, a ‘D’ will appear in this column 3. Last Name: Last name as exists on record. 4. First Name: First name as exists on record. 5. Middle Name: Middle name or middle initial as exists on record. 6. Confidential:
a. “CONFIDENTIAL” will appear for records who requested directory information confidentiality. Information for this record is not available for viewing unless you have approved access to the override trigger. b. “Not Restricted” will appear for unrestricted records.
7. Sex: Sex code. a. N = Unknown b. F = Female c. M = Male
8. Chg: Change indicator for identification changes to the record. a. N = Name information has been changed on this record. b. I = Identification number has been changed on this record.
C. Registration Terms Block: Click in the field to access.
This field identifies the Banner registrations on record for the student according to term. Term codes for which the student registered prior to Banner implementation (Fall 1996), are not displayed. If a student withdraws from courses or from the University during a particular term, a term code will appear because a registration record exists. The most current registration record will appear first. To view registration terms:
1. Refer to the Record area in the lower left portion of the screen for the total
number of registrations on Banner. If it states ‘1/?’, there are more records to view. a. Use arrow keys or click on the up & down arrow buttons to view all term
codes on record for Banner registration. 2. If you want to view the student’s specific class schedule for a term, select ‘View
Student Courses’ from the Options Menu. This will take you to the Registration Query Form. Perform a <Next Block> function to bring up their schedule of classes for the term specified. <Exit> to return to SWAIDNS.
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D. General Student Block: Click in ‘Effective Term’ field to access
This block extracts information from the General Student Form (SGASTDN) for a particular student. The most current General Student record will appear first. It is possible for a student to have more than one general student record, depending upon the changes to his or her curriculum, advisor, academic standing, etc. To view records by term, use the up and down arrow keys or click on the up & down arrow buttons. Refer to the Record area in the lower left portion of the screen for the total number of general student records.
1. Effective Term: Effective term code.
2. Status: Student status code for effective term.
AS Active IS Inactive 3. Level: Student level code for effective term.
00 Undeclared LN Law Non-Matric CE Continuing Education LW Law DC Doctoral PB Post Baccalaureate DM Doctoral Non-Matric PN Post-Bac Non-Matric DN Post Doctoral Non-matriculated SA Sabbatical EC English as a Second Language UG Undergraduate GN Graduate Non-Matric UN Undergraduate Non-Matric GR Graduate WK Workshop
4. Acad Term: Academic term indicates the most recent term for which the student
registered for the indicated level and curriculum.
5. Class: Student class level for effective term. 6. Type: Student type for effective term indicates the enrollment status of a student.
0 Undeclared R Former Student Returning in same level
C Continuing (in a level) T Transfer L Returned from Leave of Absence V Visiting Student N New in a level that term W Workshop
7. Degree: Degree program for effective term. (List of codes available from Registrar
upon request.) 8. College: College of degree program for effective term.
AB Arts & Sciences/Business dual GS AVP’s Use Only AD Arts & Sciences/Education dual LW School of Law AE Arts & Sciences/Engineering dual PS School of
Professional Studies AS College of Arts & Sciences SM St. Michael’s Institute BE Business/Engineering dual BU School of Business Administration TR Transfer CR Registrar’s Use Only UN Undeclared
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EC English Language Center 00 No College designated
ED School of Education 99 Unused College in Stat Calc EN School of Engineering
9. Major: Major of degree program for term. 10. Admit Term: Admit Term according to level and curriculum program.
11. Admit: Student admit type according to level and curriculum program.
12. Res: Resident code indicates the place in which a person has settled. 0 Undeclared I In-state Resident C Canadian Tax Document Required O Out-of-state Resident F Foreign
13. Activity Date: Date general student record was created.
E. Residence Halls Block: Click in Term field to access
This block provides information about a student’s housing assignment based on term. The most recent housing assignment appears first. For example, if a current student has been assigned housing for the following semester, the following semester assignment will appear first. Use the arrow keys or click on the up & down arrow buttons to view all assignment records. Refer to the Record area in the lower left portion of the screen for the total number of housing assignments. 1. Term: Room assignment term 2. Building: Room assignment building 3. Room #: Room assignment room number 4. Begin Date Date on which housing agreement begins 5. End Date: Date on which housing agreement ends
6. Exten#: Phone extension in room 7. Status: Status of assignment
AC Active Assignment student is currently living in room WD Withdrawn student is not living in room
8. Status Date: When housing assignment was created
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F. Address Information Block: Click in Type field to access
This block indicates addresses and connected phone numbers on record for the person indicated. Only current or active addresses and the connected telephone numbers will appear. If no address or telephone information appears, it may be because that person is deceased or they have requested confidentiality. E-mail information can be accessed via the Options Menu (see section G).
To view the first line of address information on SWAIDNS, use the up and down arrows or click on the up & down arrow buttons. To view complete address and connected telephone information (including extension), do one of the following: 1. Select Address Detail Information from the Options Menu
a. Use <Next Block> to return to SWAIDNS or click on the Return button Or 2. Click the Detail button
a. Use <Next Block> to return to SWAIDNS or click on the Return button Or 3. Right click in a white space on the form and select Address Detail Information
a. Use <Next Block> to return to SWAIDNS or click on the Return button
Refer to the Data Entry Standard for Maintaining Identification Information for definitions of the address types.
G. Additional Information
The indicated branch windows are available for users who have existing access to this information on the independent forms. 1. Student Course Schedule SFAREGQ 2. Emergency Contact Information SPAEMRG 3. Guardian Information SOAFOLK 4. E-mail Address GOAEMAL
To access this additional information:
1. Select the form from the Options Menu or Right click in a white space on the form
and select from the available list. This will link you to the specific form.
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2. <Next Block> or click in the main area of the form to view the information. 3. Use the arrow keys or scroll bars (if provided) to view all information available. 4. <Exit> to return to SWAIDNS.
You may also bring up the person’s ID image. To do this, select Help from the main menu. Select Display ID image.
Customizing Banner A. Create a Personal Menu of the forms, jobs, menus and/or QuickFlows that are most
important in your daily work 1. Access the form you want to add to your Personal My Banner Menu 2. Right click in an open area of the form 3. Select Add to Personal Menu
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B. You can also access the Personal Menu Maintenance Form (GUAPMNU)
1. Click in the ‘Object’ column at the far right 2. Type in the 7 character name of the form, report, process you want added to your
menu and hit Enter
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**Note: You should create your menu the way you want it to appear from the beginning. You will not be able to sort it after you’ve created it. Therefore, if you want the forms in alpha order, you must create it that way.**
3. <Save> then <Exit> 5. Double click the ‘My Banner’ folder to access your menu. (Note: you have to log out of Banner and log back in for the menu to take effect)
C. If you want to create your own folders under My Banner and group your forms together, do the following:
1. Name the menu by typing one of the following names in the Object column (name must start with the * symbol): *PERSONAL01, *PERSONAL02, or train*PERSON02. Press Enter or Tab for description to fill in.
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2. Change the description if necessary 3. <Save> 4. Once you’ve named the menu, perform a <Next Block> and add the form names
in the Object column you want as part of that menu folder. Hit Enter for form description to fill in. Arrow down to add another form
5. <Save> 6. <Next Block> to return to the GUAPMNU form to create another folder
D. Customize the Main Menu for colors and other display options 1. Select ‘File’ from the Menu Bar. 2. Select ‘Preferences’.
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3. Click the Display Options tab to change color preferences
4. Click the Menu Settings tab to have your My Banner menu open automatically
when you log into Banner
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5. In the ‘User Default’ field, enter the name of the menu you want opened as a
default (i.e. *PERSONAL) 6. Click the My Links tab to customize your own links from the Main Menu
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Need Help? Banner has several kinds of help that can give you immediate online assistance: A. Online Help: form specific information based on form you are currently viewing.
Access this through the Help Menu on the Menu Bar or through the On Line shortcut icon.
B. Dynamic Help: traditional help for Banner forms, blocks, and fields. Dynamic Help is gradually being replaced by online help. Access this through the Help Menu on the Menu Bar and select Dynamic Help Query.
C. Bookshelf: lets you access Banner documents directly from your computer (i.e. User Manuals, Release Guides, etc.). Uses Adobe Acrobat to retrieve documents. Training materials specific to Gonzaga are also stored here.
D. Help (Item Properties): shows all the properties of the field where the cursor is currently located. Access this through the Help Menu on the Menu Bar and select Help (Item Properties).
E. Show Keys: shows the functions and associated keystrokes available for the field, window, and form where the cursor is currently located. Access through the Help Menu on the Menu bar.
F. Auto Hint: appears at the bottom of the form and briefly describes the field where the cursor is located. Error and processing messages also appear here.
Banner Practice Assignment This assignment is required in order for you to receive your own username and password to access the Banner database. Using what you learned during the training session, and the General Navigation Reference Guide, please answer the following questions.
1. There are several ways to open a forms in Banner. Name 3.
2. What is the ‘My Banner’ area used for?
3. There are three ways to execute a query, name two.
4. If you wanted to find all last names that begin with ‘Mc’, how would you enter this
criteria on a search form?
5. There are several ways to activate blocks on a form. Name 3.
For the following questions, access the Banner Pre-Production database at http://inb.gonzaga.edu, use the Training account of username = training, password = training, and database = PPRD and look up the answers using the SWAIDNS form.
6. List the phone number for Harry William Smith’s parents.
7. What is the dorm extension for Sam M. MacDonald for the Fall 1999 semester?
8. What is the COMPLETE business address for Joan MacDonald?
9. What is the email address for Kristie Boxer?
If you don’t complete your practice in class, please email your answers to Cassandra Marrs at [email protected], or you may send them to Cassandra at AD Box 95. Please remember to include your name with your answers! If you have any questions or problems, please contact Cassandra Marrs at [email protected] or at ext. 6878.
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Request for ICIS Access Submit completed request to Laurie Hanlon, Integrated Systems Coordinator, AD Box 95 or scan and email to [email protected] A. User Identification
Name and Title: _________________________________________________________
Department __________________________________________ Ext. _______________
Check all applicable: [] New User [] Current User [] Student Employee B. Attach a list including the type of information, specific form, report, or specific security
class to which you are requesting access, along with the type of access needed for each item (i.e. maintenance versus query).
C. Provide a rationale as to your need for accessing each particular piece of information,
form, or set of forms listed in section B. D. Departmental Approval:
__________________________________________ Supervisor/Department Head Signature and Date
__________________________________________ Supervisor/Department Head Print and Extension
E. User Signature __________________________________________ User Signature and Date ------IS Coordinator will secure the signatures below----------------------------------------------------- Signature and Date: Module Administrator: ____________________________________ []approve []deny Module Administrator: ____________________________________ []approve []deny Team Leader: ____________________________________ []approve []deny
