Front Desk Banner Training

This online  course is designed to refresh your understanding of Oakland University Data Entry Standards, tune-up your Banner skills and offer tips and tricks to make navigating Banner at the front desk a snap!

Data Entry Standards: Introduction

Teamwork

Banner users are part of a user community and you are responsible for being a constructive member of that community. Coordination and communication is essential to assure that work is accurate and timely.

Responsibility

Individual Banner users are responsible for the proper care, quality and accuracy of data and information they enter into the Banner system.

Responsibility

Banner users  must study and fully understand OU's Data Entry Standards and they must work as responsible members of the University information and data entry community.

Data Integrity

All data entry should include a follow up check to assure that the data entered are correct and comply with these standards.

Data Integrity

Name searches to avoid duplicated records are absolutely essential for the entry of any new name into the Banner system.

Data Integrity

Careful data entry usually saves a great deal of time and reduces the need for corrective action.

Policy 218

Print and store a copy of OU's Policy 218 for reference on proper Data Entry. Click the here to download a copy of Policy 218.

 

What is the name of OU's Data Entry Standards Policy?

  • Banner Data Standards
  • Policy 218

Banner Standards: Confidentiality

FERPA

FERPA is The Family Educational Rights and Privacy Act of 1974 and is a federal law that protects the privacy of student educational records. 

Who is protected under FERPA?

Persons who are or have been in attendance at posts econdary institutions, regardless of age.

 

How does FERPA apply to me as an Oakland University staff or advisor?

Maintaining the confidentiality of educational records is the responsibility of all faculty, staff and student employees with access to student-related data. Knowledge of the Family Educational Rights and Privacy Act is important to ensure that student educational information is released in compliance with FERPA guidelines.

 

What are Educational Records?

According to FERPA an educational record, with limited exception, is a record which is maintained by the institution, directly related to a student, and from which a student can be identified. Based on this definition, records from virtually all academic, financial and administrative offices fall under the FERPA umbrella.

 

May I release information contained in a student’s educational record?

Directory information, as defined to the below, is the only information the University may disclose without consent, unless the student has requested that directory information not be disclosed, in which case a confidentiality designation is noted on the student’s record. It is important to always verify in Banner that the student does not have a confidentiality flag before releasing directory information.

Non-directory information can be released if a signed and dated consent is obtained from the student. The consent must specify the records that may be disclosed, state the purpose of disclosure, and identify the party or parties to whom the disclosure may be made. Students may request that the information disclosed be released to them as well. 

Information can be shared within the University only among the appropriate school officials having legitimate educational interest in the records. 

What is Directory Information?

The following information is considered disclosable directory information at Oakland University:

  • Name
  • Home address
  • Telephone number
  • E-mail address
  • Degrees
  • Honors and Awards received including without limitation Scholarships and eligibility for inclusion in honor societies
  • Degrees applied for
  • Major field of study
  • Enrollment status
  • Dates of attendance
  • Class code
  • Most recent educational agency or institution attended
  • Participation in officially recognized activities and sports
  • Height and weight of athletes
  • Photographic or electronic images
  • Date of birth
  • Place of birth 

Note: When releasing information, inform parties to whom you release the information that recipients, as a general rule, are not permitted to disclose the information to others without the written consent of the student. 

For more information on Oakland University policies on release of student educational records, consult Policy 470 and OU's FERPA Guide.  

Student Rights Under FERPA

  • Inspect and review their educational records
  • Limit disclosure of information from their records
  • Request the amendment of inaccurate educational records.
  • File a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.

Parent Rights under FERPA

What rights do parents have under FERPA?

At the post-secondary level, parents have no inherent right to receive information regarding a student’s educational record[1]. Advise parents seeking access to non-directory information that they should obtain the information directly from their student, or have their student create an authorized user account and grant access to certain academic and financial information.

Access to this information can only be granted by the student and the student has the right to revoke this access at any time. Access to this information is restricted to what is available in this system and has been authorized by the student. It does not allow University faculty or staff to release information.

 

[1] This applies to admitted students who are 18 years of age or older. Records belonging to minors may be released to parents/guardians.

Penalties for FERPA Violations

What are the penalties for FERPA violations?

The Family Policy Compliance Office reviews and investigates complaints of violations of FERPA. Penalties can include the withdrawal of Department of Education funds.

 

What is FERPA?

  • Federal policy that governs the release of student information.
  • Internal OU policy that oversees who has access to student information.
  • A Banner oversight committee that monitors and track the release of student information.

From the list below, select all items that are deemed disclosable directory information.

  • Home Address
  • Social Security Number
  • Enrollment status
  • Grizzly ID
  • Date of Birth

Navigating Banner

Introduction

Banner is a complex system that uses nearly 1,300 forms and can retrieve information almost instantly. Oakland University uses Banner, an Ellucian product, as its primary program for recording, storing and editing student information. 

Banner Main Menu

Click any of the hot spots on the image below for more information on the Banner Main Menu screen.

Customizing My Banner List

My banner appears at the top of the Main Menu. It allows quick access to forms that are most important to your daily work. 

The GUAPMNU form allows you to select forms to display within your personal menu.

  • Navigate to GUAPMNU
  • Place the cursor in a blank OBJECT field in the right pane.
  • Enter the object’s seven-character name.
  • Press Enter. The object’s type, description, and name appear in the right pane. If you choose, you can customize the object description by deleting it and retyping your own description.
  • Save your changes by clicking the save button or press F10.

Preferences: Screen Color

You may find that you would like to change the color of the workspace from the default white to something that is easier on your eyes. To change the color(s), follow these steps:

  1. Choose File from the Menu Bar
  2. Select Preferences
  3. In the User Interface Color Settings, select the down arrow. This opens a color picker from which to choose a color.  The only color you don’t want to change is the font color as indicated in the third selection. The default color is black. If you change it to any other color – you may not be able to see all the field names. 

Preferences: Display Form Name

For convenience, you can have the form name as an extension on the main menu.

  1. Choose File from the Menu Bar
  2. Select Preferences
  3. In the Display Options block, enter a check mark next to “Display Form Name on Menu”
  4. Save

Banner Forms

Most forms are similar and use common functions. You will use Banner forms to enter, update and query information. Banner forms are seven characters long with a specific naming convention. A typical form will have the following: 

Field

A field is an area of a form where you can enter, query, change, and display specific information. The most efficient way to navigate through the various fields is to use the TAB key on your keyboard.

Search Icon

A form may contain one or more search icons. Clicking this button may open a related query form or supply a list of values from which to choose. Search Icons can be accessed by putting your cursor in the field and hitting F9 on your keyboard.

Banner Icons

Banner Icons run across the top of each Banner form or screen. Each icon triggers a different action in Banner. Sometimes icons may appear grayed out, this means the icon is unavailable in the present screen. Hovering over each icon will reveal a text label that indicates the icons function. 

Each icon has a keyboard short cut equivalent. Keyboard shortcuts are one way to make working in Banner more efficient. Using short cuts will allow you to navigate quickly between screens. Keyboard short cuts are completely optional. You may decide not to use short cuts at all, or you may end up using a hybrid of short cuts and point-and-click. Which ever method you decide to use while working in Banner, the most important thing to remember is that accuracy is key. Work in a methodical way to accomplish your tasks.

Banner Shortcuts: Key Strokes

In addition to keyboard shortcuts for Banner Icons, there are keyboard shortcuts for navigating between screens and forms that can come in handy.

BDM in Banner

The magnifying glass icon allows users with access to BDM to view any scanned documents that are associated with the G# being viewed in Banner.

Example: If a user opens the SOAHSCH screen in Banner and enters a G#, the records high school information will populate. By clicking the  magnifying glass icon, users with access to BDM can view the scanned copy of that applicant’s high school transcript along with any other documents that have been scanned and indexed for that person. 

The green plus icon allows users with access to BDM to add documents to the Banner record.

Match the Banner key word with its definition

  • Key Block
    First block on most forms; determines what is entered or displayed in a form.
  • Field
    Area of a form where you can enter, query, change and display specific information.
  • Information Block
    Different sections of a form containing formation about a person, course or section.
  • Search Icon
    Button that may open a related query form or supply a list of values from which to choose. Can also be accessed by pressing F9 on your keyboard.
  • Crtl + Q
    Exit

Screen Training: SAAADMS

Introduction

The SAAADMS screen is used to enter and maintain admissions application and checklist items. 

Navigate to the SAADAMS screen from the main screen as indicated below:

Unless you have been previously working with a student record, the SAAADMS screen will open up blank. If you have been working with a student record previously, the ID field will be populated when you open SAAADMS. You can clear the previous record by deleting the populated G#. 

Enter the G# in the ID FIELD. If you do not know the G#, you can either click the search icon or hit F9 on your keyboard to open up a search screen. To skip ahead to the lesson on searching.

SAAADMS Screen: Application Tab

The SAAADMS screen has six tabs, but for the purposes of this course we will only examine the Application tab and the Checklist tab.

The SAAAADMS screen will always open up on the most recent application, on the Application tab.

The APPLICATION TAB contains basic application information including term, student type, residency, application status, application date and major. Click on the hot spots below to learn more about each component of the SAAADMS screen.

SAAADMS Screen: Checklist Tab

Admission to the University requires certain documentation. For example, incoming Freshmen will need to submit their High School Transcript as well as either ACT or SAT scores. Transfer students will need to submit their College Transcripts and other documentation as requested by the Admissions team. Any requested documentation will be listed on the SAAADMS Checklist tab. Click on the hot spots below to explore the Checklist.

SAAADMS: FAQ

Did you receive my application? Check SAAADMS. If after entering the G# in the Key Bock, you cannot populate the next block, the caller has no application on file.

Was a decision made on my application? Check the Application Status on the application. Remember to confirm identity before releasing any admissions decision. 

I sent my transcript...did you receive it? Check the Checklist tab and determine if the transcript has been noted. If the transcript has been received, there will be a date in the "Received Date" field. 

Have you received my test scores? Check the Checklist tab to determine if the ACTC request has been satisfied. If the test scores have been received, there will be a date in the "Received Date" field.

I didn't get an admissions letter...? Check the Application tab to verify a decision has been made. If the application is I - Incomplete, X - In Department for Review, 7 - 7th Semester Grades, 8 - 8th Semester Grades, or A - ACT Retake there will be no admissions letter because we need more documentation to make a decision. Refer to the appropriate processor. 

 

SAAADMS Review

  • The Application date on SAAADMS Application Tab is the day a decision was made on the application.
  • Admission Type refers to the type of application submitted by the applicant.
  • When the information block of the SAAADMS screen doesn't populate after entering a G# and moving to the next block, that means there is no application associated with that G#.
  • The APPLICATION PREFERENCE box should always be set to 1.
  • When the mandatory indicator check box is engaged for an item on the CHECKLIST TAB, the application will remain incomplete until that item has been received.

Screen Training: SUAMAIL

Introduction

The SUAMAIL screen is used to generate and track correspondence between the University and applicants. Letters and other materials are sent to applicants at various stages of the application process. For example, applications that have outstanding requirements will receive a letter alerting them that their application is incomplete and encouraging them to submit the missing materials. 

Navigate to the SUAMAIL screen from the main screen as indicated below:

Unless you have been previously working with a student record, the SUAMAIL screen will open up blank. If you have been working with a student record previously, the ID field will be populated when you open SAAADMS. You can clear the previous record by deleting the populated G#. 

Enter the G# in the ID FIELD. If you do not know the G#, you can either click the search icon or hit F9 on your keyboard to open up a search screen. To skip ahead to the lesson on searching, click here.

Once the G# has been entered and the Key Block is populated, proceed to the NEXT BLOCK. 

NOTE: In order to populate the SUAMAIL track you'll need to hit F8.

SUAMAIL Screen

Click on the hot spots below to explore the SUAMAIL track.

Common Letter in Undergraduate Admissions

UAFT Admit FTIAC
UALR  Admit Letter
UARL ACT Retake Letter
UATR Admit Transfer
UCAL  Conditional Admit
UDLR Deny Letter
UHDR Hold for Department Review
UHGR Hold for more Grades
UHIN Hold Incomplete
URAA Readmit Approval Letter
URAD Readmit Deny

 

SUAMAIL: FAQ

I haven't received my admissions letter! Check SUAMAIL. Verify there's a letter on the mail track. Look at the date for the letter. If the Print Date is less than 5 business days ago, let the caller know the letter is en route. If there is no letter on the mail track, route caller to the appropriate processor. 

I lost my admission letter, can I get a new one? Check the SUAMAIL track. If a letter was in fact sent, let the caller know you'll schedule a letter for reprint, and that it will be available the following business day. The caller can either come into the office to pick up the letter or wait for it to arrive in the post. Oakland University does not email admissions letters.

I've requested my letter 27 times! Where is it?? In this case, once you've verified the letter is on the mail track, check SPAIDEN to verify the callers mailing address is both active and accurate. 

 

From the list below, select only the information available on SUAMAIL.

  • Term associated with application
  • Applicant addresss
  • Banner User who triggered the letter

Can you determine admission status from SUAMAIL?

  • Yes.
  • No.

Screen Training: SOAHSCH

Introduction

The SOAHSCH screen is used to capture information on the applicants high school record. SOAHSCH fills the Admissions Request HST1-High School  Transcript.

Navigate to the SUAMAIL screen from the main screen as indicated below:

Unless you have been previously working with a student record, the SOAHSCH screen will open up blank. If you have been working with a student record previously, the ID field will be populated when you open SOAHSCH. You can clear the previous record by deleting the populated G#. 

 

Enter the G# in the ID FIELD. If you do not know the G#, you can either click the search icon or hit F9 on your keyboard to open up a search screen. To skip ahead to the lesson on searching, click here.

Once the G# has been entered and the Key Block is populated, proceed to the NEXT BLOCK. 

 

SOAHSCH Screen

Click on the hot spots below to explore the SOAHSCH screen.

SOAHSCH and BDM

For users with access to BDM, you can access the scanned image of an applicants High School transcript from the SOAHSCH screen by clicking the BDM search button as pointed out below.

Pressing that search button will open the BDM Image Database in a new browser window, providing access to any scanned document associated with the record being viewed. 

SOAHSCH: FAQ

I sent my transcripts--did you get them? Check SOAHSCH. If there is no Transcript Received Datethen the transcript has not been received.

I sent my transcript through Parchment--did you receive it? Check the SOAHSCH. If there is no Transcript Received Date, then the transcript has not been received. Ask the student if they received a delivery receipt and confirm the date of delivery. If the delivery date was less than 5 business days ago, advise student of processing time for transcripts. If the delivery date was more than 5 business days ago, transfer to the office contact for Parchment.

My application is incomplete because of a transcript, but I didn't attend that school! Transfer student to appropriate processor. 

 

SOAHSCH Review

On SOAHSCH the  indicates when a high school transcript was added to the applicant record. If a student has in fact graduated, the Diploma box will be populated with the letters . Scanned images of the applicants transcripts can be viewed by clicking on the search icon to open .

Screen Training: SOAPCOL

Introduction

The SOAPCOL screen is used to capture information on the applicants college records. SOAPCOL fills the Admissions Request TRN1-Official College Transcript. An applicant can have multiple college transcripts on their record, in that case the Admissions request code would follow in numerical order TRN1, TRN2, TRN3 etc.

Note: TRN is a designation used for official transcripts only. Sometimes applicants will send unofficial transcripts. Official transcripts will come directly to the University from the institution via mail or electronic delivery. Unofficial transcripts arrive from a variety of ways including email, fax or hand delivery. Unofficial transcripts receive the Admissions request code TRC. As with official transcripts, an applicant may have more than one unofficial transcript on record, in that case the Admissions request code would follow in numerical order TRC1, TRC2, TRC3 etc. 

Navigate to the SOAPCOL screen from the main screen as indicated below:

Unless you have been previously working with a student record, the SOAPCOL screen will open up blank. If you have been working with a student record previously, the ID field will be populated when you open SOAPCOL. You can clear the previous record by deleting the populated G#. 

 

Enter the G# in the ID FIELD. If you do not know the G#, you can either click the search icon or hit F9 on your keyboard to open up a search screen. To skip ahead to the lesson on searching, click here.

Once the G# has been entered and the Key Block is populated, proceed to the NEXT BLOCK. 

 

SOAPCOL Screen

Click on the hot spots below to explore the SOAPCOL screen.

SOAPCOL: FAQ

I sent my transcripts--did you get them? Check SOAPCOL. If there is no Transcript Received Datethen the transcript has not been received.

I sent my transcript through Parchment/Clearinghouse/Escrip--did you receive it? Check the SOAPCOL. If there is no Transcript Received Date, then the transcript has not been received. Ask the student if they received a delivery receipt and confirm the date of delivery. If the delivery date was less than 5 business days ago, advise student of processing time for transcripts. If the delivery date was more than 5 business days ago, transfer to the office contact for Parchment/Clearinghouse/Escrip or the appropriate processor.

My application is incomplete because of a transcript, but I didn't attend that school! Transfer student to appropriate processor. 

 

SOAPCOL Review

  • Applicants may only have one official college transcript on SOAPCOL.
  • Applicants may have multiple unofficial transcripts on SOAPCOL.
  • The admissions request code for official college transcripts on SOAPCOL is TRC.
  • TRN is the admissions request code for official college transcripts on SOPACOL.

From the list below, select ONLY the transcripts that would be considered OFFICIAL

  • College transcript delivered to admissions by student in a SEALED envelope
  • College transcript sent to Clearinghouse and printed out by a processor
  • College transcript printed by a scanner from Parchment
  • College transcript scanned by student and emailed to [email protected]
  • College transcript mailed to Oakland University Undergraduate Admissions by sending institution

Screen Training: SOATEST

Introduction

The SOATEST screen is used to capture data related to standardized test scores submitted to the University.  SOATEST may contain scores for SAT, ACT, TOFEL, AP and other exams. SOATEST may contain multiple sets of test scores for the same test so long as the test dates are different. 

For example:

Navigate to the SOATEST screen from the main screen as indicated below:

Unless you have been previously working with a student record, the SOATEST screen will open up blank. If you have been working with a student record previously, the ID field will be populated when you open SOATEST. You can clear the previous record by deleting the populated G#. 

Enter the G# in the ID FIELD. If you do not know the G#, you can either click the search icon or hit F9 on your keyboard to open up a search screen. To skip ahead to the lesson on searching, click here.

Once the G# has been entered and the Key Block is populated, proceed to the NEXT BLOCK. 

 

SOATEST Screen

Click the hot spots below to explore the SOATEST screen.

SOATEST: FAQ

I sent my test scores--did you get them? Check SOATEST. If the scores are not present, we have not received them.

I was asked to retake the ACT. How do I send you my scores? Applicants may request their scores are sent to Oakland University at the time they take the test. Otherwise, they may contact the College Board and order their scores sent to Oakland.

SOATEST Review

  • SOATEST may only contain one set of test scores per type of test for each record. For example: only one set of ACT scores, one set of SAT scores, etc.
  • SOATEST may contain multiple sets of scores for the same exam so long as they have different test dates are different.

Screen Training: SOAHOLD

Introduction

The SOATEST screen is used to capture data related to standardized test scores submitted to the University.  SOATEST may contain scores for SAT, ACT, TOFEL, AP and other exams. SOATEST may contain multiple sets of test scores for the same test so long as the test dates are different. 

For example:

Navigate to the SOATEST screen from the main screen as indicated below:

Unless you have been previously working with a student record, the SOATEST screen will open up blank. If you have been working with a student record previously, the ID field will be populated when you open SOATEST. You can clear the previous record by deleting the populated G#. 

Enter the G# in the ID FIELD. If you do not know the G#, you can either click the search icon or hit F9 on your keyboard to open up a search screen. To skip ahead to the lesson on searching, click here.

Once the G# has been entered and the Key Block is populated, proceed to the NEXT BLOCK.