Implementation Minutes
Student Team
Schedule
April 28, 2009
Registering Students
Facilitator
Sandra Beaulac
Note Taker
Renee Roach
Attendees
Linda Phillips, Renee Roach, Katia Mayfield, Betty Flack, Shelley Lytle, Julie
Duncan, Vicki Henson, Marcella Gustafson, Zoe DuRant, Mandy Husak, Debbie
Crossland, Aubree Helvey, Brenda Dally, Cindy Meadows, Terri Gentry, Kelli
Peterson, Kelli Simon
General Consulting Questions
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
How can we delete history when we’ve added a student to a course
that was incorrect? There was a code for RE meaning registered.
Come back into the form and there is another code called “DD”
which is an administrative 100% refund of funding code that will
automatically backs out the class. Then, we hit record remove. 1.
DD. 2. Record remove.
Question on the floor from Katia about whether advisors could use
the DD option when using this record remove option. Sandra will
show us how to register in both INB and SSB.
Transfer articulation – beginning dates of the school term.
1. Banner needs to have an effective term for the student to
get their transfer work. The effective term cannot precede
the effective term in BANNER. The students transfer work
cannot be prior to the effective term in BANNER. In
SHATRNS (institution attendance period, then the next
block down would be when did they attend FA89-SP90.
Term 200920 – this term placed in the second term cannot
precede me having an admissions record in BANNER.
Admit term and effective term are the same. Attendance
period in one place and effective term in another place.
The effective term cannot be prior to the term that CU has
used to go live in BANNER.
2. If we are referring to a prior college – and we are building
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the college information in the transfer articulation module,
we need to build equivalencies for transfer courses. ENG
101 is the equivalent of ENGL 1113. 200920 is the first
term in the catalog in BANNER. Banner will not recognize
anything prior to this term for equivalencies. We do not
have a catalog out there that begins at the beginning of
time. We would have to manually enter the course
equivalency if we enter all zeros for the entry term.
We are still building an equivalency in the forms, and can
apply it to other student’s record when it has been entered.
SHATRNS form is where we enter attendance period and
school, ID. We are on a student’s particular record at this
point. This will stay with this particular student and will not
be transferred to the entire equivalency catalog. What is
the impact of rolling and un-rolling? If it hasn’t been rolled,
it goes to the worksheet. We do not want to do this when
FINANCIAL AID is in the middle of dispersal.
Question on transfer catalog – beginning & end dates may
be all zeros when you’re putting in the college, not the
student.
We would never want to set the catalog to the beginning of
time because it would make all of the converted courses be
validated against the catalog.
Are we only going to enter the transfer institutions from golive forward? We can possibly do the same think in
SHATRNS. What if we started the transfer equivalency
catalogs with the go-live term forward? What is the issue
with that? SOABGTA & SHATGRD – are the two tables
that will be set to the beginning of time.
Preparation work done in the registration control form. In
the Banner student user’s manual, Chapter 12 for
Registration Controls. Process speaks to setting up banner
for each term of registration. Typically the
registrar/registrar’s office will take care of this. Do we have
to change any hard copy documentation to get this set up?
We are looking at security, (update, view, no view). How to
create our procedures manual. How will we have to
change any hard copy things that we are doing.
How will we configure the CRP’s for registration with
students? There is a procedure in the user’s manual on
how to set it up? Yes! As long as the designee
SOATERM is a big control form that controls everything for
CU. The registration fee assessment portion will need input
from the business office and the financial assistance office
to make sure the form is set up correctly.
One up number is created here for all courses each term.
Prior to the CRP and any testing in the test database, we
will need to set up the registration piece.
1. Will we allow in-progress courses to satisfy the
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pre=requisites.
We want to test to see if when we register for 2 terms,
summer and fall. We want to register for summer and
fall (prereq in summer) and for fall for 2 different parts
of term. We can also use mass entry (drop/add) for
those missing prerequisite courses and also for
cancelled courses.
There is a job in banner that we can run which will
indicate if a student has failed a course. We can
process mass drop/entry for these courses.
SFRRGAM – Registration Admin Messages – this is
the form that we would check to see if students have
passed the pre=requisite courses.
Re-Admit – Enter term student must have attended by
to register. Re-Admit term is the last term registration
had to have occurred in the system. Was there
registration for a specific term? If not, a readmit will
have to be reapplied.
Registration error checking:
1. Duplicates – looks for course such as CJ 4493 –
taken twice? Duplicate checking is the duplicate
course? Is there a way that the system can
override? If we knew in advance, we can do an
override by student, but on SSB, they will get
stopped by this flag.
2. Links – Biology & Lab courses that need to go
together (lecture and lab). Either fatal or no
checking. This must be enabled if we have
particular sections linked to a lab course. It can be
overridden in INB, not in SSB.
3. Co-requisites
4. Pre-requisites
5. Minimum Hours
6. Maximum Hours
7. Time – time conflict. We can override them in INB,
but in SSB, this will be a fatal error. These are to
the second.
Section Options
1. Approval – set up at the section level, not built at
catalog. Codes must be on SSASECT form.
Section must have approval – if there is no
approval, you can’t get into the section. This is a
term based control form. Yes!
2. Capacity – we want this to be fatal! We need to
make sure of those who have override
maintenance to this form that they DO NOT
override capacity.
3. Do we want field of study/department? This could
be on the specific class?
4. Department – when we create curriculum rules, we
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5.
6.
7.
8.
9.
10.
can put a department on the major as they are
created in BANNER. In SOACURR – we have built
program codes that have majors and departments
attached to them.
Level/classification
Repeat hours – how many times we can repeat the
hours
HOLD – that stops registration? Do we want it to
be fatal?
Repeat limit? We can associate by student
attribute – must be international student.
Campus/degree/program/
Student attribute/cohort = these are typically set to
no on registration error checking.
Control Settings – master web term control, make sure that it is
checked and saved and double check and include in one of the
start of term processes.
11. Class Option change controls – will we allow a level
to be changed by the faculty advisor or student.
No! We don’t want to change that.
12. Change grade mode/ change credit hours -?? No,
we don’t want them to be able to change it.
13. Faculty & Advisor controls – display schedule,
display class list, allow approval/overrides (already
created for a section)?
14. Drop/add – will we allow faculty & advisors to
register students on the web?
15. Have we looked at the catalog/schedule and see
these in self service to look at these. We will
pretend we are registering as ourselves.
16. Catalog search controls – b y level, schedule type,
lecture, lab, college, division, department, course
attribute, long course title, long course description.
SOAWDSP – will show these drop downs of this
information.
17. Grade display controls – will we allow the grade
detail to display? Will we want them to see all
grades?
18. WEBCAPP controls – has nothing to do with
degree audit. We want both to be enabled
because it will prevent them from showing in SSB.
19. Schedule Search controls – This will determine
how things are shown in self service banner.
SOAWDSP – is the form that guides what we will
see on the SOATERM control form. Web display
list customization form. If we flip the flag, we have
to have something listed in this form.
We will need to know about this in case we cannot
see certain types of the form. This is just for the
validation tables that are listed on SOATERM. We
cannot add anything to it.
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20. Part of term – part of term grading is on this form
SOATERM – faculty midterm, faculty final, faculty
wait list options. Setting up all of the parts of term
and mini sections that are eligible for enrollment
during the term. For the CRP, would the dates be
logical? NO- we need to make sure that there is
data in there that will be able – Round 2 will include
the Fall 2009 schedule which will include dates that
are more accurate. When we are building the
section for the CRP, we are including a part of
term. Date ranges are pulled from SOATERM.
This has to be done so that we have the correct
data in there for the CRP. We might be able to ask
on the list serv. IN CRP, there are multiple parts of
term that we will need for testing.
We have to have actual CRP dates in the
SOATERM unless there will be a script.
21. Web registration dates
SFAMHRS – registration minimum/maximum hours; we could use
this for our international and athlete students. We will be testing
this afternoon in this particular section.
SFAESTS & SFARSTS –
SFAREGS - -we can register and override restrictions in this
particular form. We should override them one at a time, or we can
do “ALL” if we need to. This will send a schedule to a sleep/wake
printer (IT staff will set up this for us).
The enrollment information block is controlled by SFAESTS. If we
do next block to the course information, this will be the SFARSTS.
Enrollment, ESTS is the whole student. RSTS is the dropped,
oops, etc. We have to set this up in advance as far as the date
codes. Registrar & bursar are the areas that normally have
maintenance access to the form.
If we have an active general student record, the code would be EL
for eligible for register. SFRSTCR (for Dawne only).
If someone was inactivated in Legacy and converted into
BANNER, can we think of any issues?
We can process block registration for up to 5 courses. This is not
part of the win implementation. We could look in the workbooks.
If there are oops in RSTS – DD means a 100% refund. This is
mainly for the oops factor. Most of these forms will auto fill when
the CRN.
Registration form is a 2-fold form. We can’t change the field of
study/program if the student has registration. Which means the
change of major can’t be completed. We have to do the change of
major behind the registration form instead of the general student
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form.
There are prerequisite, co requisite and registration restriction.
Roll attribute to help restrict who in the department has access.
Holds – does fine grain access stop this type of access as well? Cu
IT staff needs to talk with SunGard HE about this type of restriction
on holds. STVHLDD.
SFAESTS and STARSTS must be set up for every term. The date
range (term start & end) must be set up before anyone can get the
EL code for enrollment. The bursar’s office will have to establish
this in the second part of the form.
STVESTS – form that possibly FINAID may have made some
changes to.
SFARSTS is by part of term.
STVRSTS – auto grade – this is what we want for our audited
courses. Do not set the system indicator.
Start of term in the user’s manual.
Affect by student status – we don’t want to mess with course
refunding. Course refunding status.
SFARGTC – third party registration time controls; we can limit who
can register and when based on any of these combinations.
SSB – requires ID and pin number to enter the secure area.
An alternate pin is used for advisement purposes. Do not let the
student register unless they go to the advisor and request and
alternate pin number.
SPAAPIN – alternate personal identification number – the student’s
alternate pin. A chair can ask the IT folks for all of the alternate ID
numbers for a particular set of students (by major, etc.). We want
to see if faculty members could have view capability to this form so
that they could see the alternative pin numbers for each student.
GUAPPRF – pin preferences. The length, whether email generated
or not. What tables will allow pin creation. This is typically
restricted by the IT staff.
SFARMSG – registration error messages. This is the set up that
actually explains the message that a staff member, adjunct, etc,
may receive for various error messages. We see on INB, others
see on SSB.
SFASTCA – student course registration audit which shows by term,
an ID everything that happened in registration. It will say who did it,
when to 10th of a second. All errors will show up here. Registrar’s
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office use to check errors. Vicki will want access to this form.
REGISTRATION INSTRUCTIONS
1. SPAIDEN
2. SAAQUIK
3. CHECK SGASTDN
4. SFAREGS
IT folks will set up sleep/wake process on the transcripts. We
currently have network printers in most of our offices. Sleep/wake
makes this a one-process step.
We can backdate the date on SFAREGS. Yes! If there are any
exceptions, this will be shown. It will show the actual date the
action happened, and what the backdate was as well. The
backdate will be shown on the SFAREGS form. Vicki will need
maintenance to the registration form and to the ones where access
is complete.
We do not want to allow the override portion too many - especially
for min/max hours.
We want to make sure these forms are set up for the entire term
(each term, not just one). Similar to regterm in legacy. We can
create codes that are similar to our own.
Steps for registration:
1. SOATERM
2. MIN/MAX rules
3. SFATMST – time status rules
SHACRSE – all course registration for a particular student.
SOAIDNS – shows person search detail. This would be where to
look to see if there registration is active or inactive.
TSICSRV – customer service inquiry page which will show financial
information for a student for a specific term.
Close DD down before refunding begins to alleviate problems.
SFAREGS – our current location code in legacy.
GTVSDAX = REGACCTIME currently set to .5 (this is how long we
have to wait after a student leaves the registration form).
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