Faculty/Advising - New Student System Information (Banner and XE)

What’s New with Registration?
Searching for Classes
Viewing Student Class Schedules in Self Service
SFASTCA Registration Audit Trail 
Training for Advisors and Departments
    Short tutorial videos
    Full training session videos
Registration Permits/Overrides
Advisor Holds 
Maintain Academic Advisors
Maintain Student Attributes
Requesting access to Banner 
Understanding Proxy Access
Degree Works

FAQ's for Faculty
FAQ's for Advisors


What’s New with Registration

  • The new student system empowers students to handle their own registration via Self Service throughout the semester. Online registration will not close down after midnight on the 6th day of the semester – you will be able to add and drop classes online (within applicable add/drop deadlines) throughout the term.
  • Most registration permits/overrides can be given electronically (rather than paper memos).
  • Students will be able to view registration permits/overrides that have been granted to them from within Self Service (see Prepare for Registration from the Registration menu).
  • Receiving a permit/override DOES NOT register a student in a class; it simply overrides a specific restriction that prevented the student from successfully enrolling in a class.
  • After receiving the required registration permits/overrides, students must attempt to register in the class again.
  • If a student is eligible to drop a class with no grade and a full refund of class tuition/fees, you will see an option of “Drop/Delete”.
  • If it’s past the deadline to drop a class with no grade, but still within the deadline to drop a class with an automatic grade of W, students will see an option of “Web Drop with Automatic W.” In addition to receiving an automatic grade of W, the student will also be assessed tuition/fees for the class.  Partial refunds are only available during the partial refund period for the class.

 

Training for Advisors and Departments 

Short tutorial videos – Usually 2 minutes or less. Click
here to go to our SharePoint site and watch videos on the following Banner topics:

  • Basic INB Navigation
  • Department Head Registration Permits
  • Instructor Registration Overrides in Self Service
  • Navigate INB Class Schedule
  • Navigating Banner Query Forms
  • Searching by Name in INB
  • Searching by Name in Self Service
  • View Available Classrooms
  • View Student Attributes
  • Viewing a Class Roster  

Full training session videos – Approximately 1 to 2 hours. Click here to go to our SharePoint site and watch recorded training sessions:

  • Banner Session for Instructors
  • Banner Training for Advisors and Department Heads
  • Course Catalog and Course Action Form
  • Class Schedule and Registration Training for Department Heads
  • Banner Faculty Grade Entry
  • Introduction to Degree Works and the XE Advisor Student Profile
  • XE Registration

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Registration Permits/Overrides

Most registration permits can be given to students electronically:

  • Department heads and their designees will give permits via the Banner Administrative interface (INB) for courses offered by their department.
  • Instructors should be able to give instructor permission and prerequisite overrides via Self Service for the classes in which they are listed as the primary instructor of record.
  • Advisors will give prerequisite overrides via an online form on the Faculty/Staff SharePoint site (Advisor Prerequisite Override)

Registration permits can be given at the course level (will apply to any section of a given course) or the section level. Primary instructors can only give overrides at the section level (for the sections they teach). Permits do not automatically enroll a student in a class, and students must enroll themselves online after a permit has been given. In the table below, "Department" refers to the department offering the course unless otherwise indicated.

Permit Type

Overrides

Who can Give Permit?

Department Approval

Special approval

Department

Instructor Approval

Special approval

Instructor or Department

Outreach Approval

Special approval

Outreach Department

Prerequisite Override

Enforced pre- or co-requisite courses and exam scores

Department, Instructor or Adviser

Student Attribute Override

Student attribute restrictions

Department who maintains the attribute

Student Program Override

Restrictions to students in specific degree, college, classification, major, option, and/or minor

Department

Mutual Exclusion Override

Enrollment in mutually exclusive (overlapping) classes

Department

Duplicate Course Override

Enrollment in more than one section of the same course in the same semester

Department

Maximum Cumulative Hours Limit Override Cumulative maximum hour limit for variable credit courses Department

Some registration permits will remain outside of Banner, and require a paper/manual override:

Excessive hours petitions
•       Class time conflict
•       Level overrides (ex: undergraduate student enrolling in a graduate level course)

Note that there will be no closed/full class overrides in Banner. Departments can contact the Registrar’s Class Scheduling team (gurooms@okstate.edu) to request an increase in the class maximum enrollment to allow additional students to register in a class.

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Advisor Holds 

Advisor registration holds are the mechanism for advisors to control when their advisees can first register for classes in an upcoming term. 

Please note that holds in Banner are NOT term effective, but are effective as of a given date. Students with an active registration hold will be prevented from making online changes to any class schedule regardless of term, until all registration holds are released. Options for handling students who need to change their current semester class schedule but haven’t met requirements to have their upcoming semester advisor hold cleared include:

  • Students can present a completed drop/add card to the Office of the Registrar (or Enrollment Services in Tulsa). If the Registrar’s office can confirm that the only registration barrier is the future term advisor hold, they will process the current term registration changes for the student.
  • Advisors can temporarily clear the advisor hold, then reactivate the hold after the student has completed the current term class schedule changes.

The best way to release advisor holds is from the Advisor Student Profile in Self Service. Find detailed instructions on releasing holds from the Student Profile here: http://registrar.okstate.edu/XE-Advisor-Student-Profile#release.

Detailed instructions for releasing/clearing advisor holds and reactivating them in the administrative INB interface are outlined below.

RELEASE/CLEAR AN ADVISOR HOLD VIA SOAHOLD

1.       Go to the SOAHOLD screen in INB using one of these methods:

a.       From the Advisors tab of the portal, click on the link that says Maintain Advisor Holds – SOAHOLD; or

b.      From INB, go to the SOAHOLD screen:

2.       Enter the student’s Banner ID in the key block:

3.       Use next block (click the Next Block  icon in the toolbar, or Ctrl + Page Down) to navigate to the Hold Details.

4.       Use the arrow keys on your keyboard to navigate to the row where Hold Type = RA. This is the Advisor Registration Hold. While you will be able to view other holds, you will only be able to modify Advisor Registration Holds. Holds are only active if the To: date is greater than today’s date.

5.       NEVER CHECK the Release Indicator box! This does NOT release the hold, and should NEVER be checked.

6.       To clear the hold, tab to the To: date field and enter today’s date. As a shortcut, you can press A (or any other letter) on your keyboard, then the tab key to have today’s date auto-populate. (Entering today’s date will allow the student to register beginning today.)

7.       Save your changes (click the Save  icon in the toolbar, or F10).

8.       To clear a hold for another student, rollback to the key block (click the Rollback  icon in the toolbar, or Shift+F7), then repeat all steps above.

REACTIVATE AN ADVISOR HOLD VIA SOAHOLD

1.       From INB, go to the SOAHOLD screen:

2.       Enter the student’s Banner ID in the key block:

3.       Use next block (click the Next Block  icon in the toolbar, or Ctrl + Page Down) to navigate to the Hold Details.

4.       Use the arrow keys on your keyboard to navigate to the row where Hold Type = RA. This is the Advisor Registration Hold. Holds are only active if the To: date is greater than today’s date.

5.       NEVER CHECK the Release Indicator box! This does NOT release the hold, and should NEVER be checked.

6.       To reactivate the hold, tab to the To: date field and enter a date in the future (for example, 12-31-2999). If Banner won’t accept a date entered in MM-DD-YYYY format, enter the date in DD-MON-YYYY format, where MON is a three-character month code (see example below).

7.       Save your changes (click the Save icon in the toolbar, or F10).  

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Requesting access to Banner 

Follow the steps below to submit your request to student information via the online Banner Access Request application.  Please note that if you need access to other areas of Banner (ex: Accounts Receivable, Admissions) you will need to submit multiple access requests - one for each Banner module.  The informaion below addresses access for the Student module. 

If you experience technical issues with the online request application, please contact the IT Helpdesk (helpdesk@okstate.edu or 405-744-HELP).

1.       Login to the Banner Access Request application: https://app.it.okstate.edu/access_request/

2.       Click the orange Create Access Request button:

3.       Select OSU Stillwater/Tulsa as the campus, then click Next:

4.       Select STUDENT as the Banner module, then click Next:

5.       Search for yourself or the person for whom you are requesting acess (by name or email address, etc.), then click Next. 

 

6.       Confirm the person on the following screen by clicking the radio button next to their name, and click Next.

7.       Banner should automatically look up the department head. Confirm that the proper department head who will need to approve this request is the one listed, and click Continue.

If a department head has not been setup for your department, the following screen will show:

8.       Select the Banner Security Group(s) desired by checking the boxes to the left of the Security Group description. For more information on the security groups, click on the security group description to see a list of all Banner objects/screens for which that group provides access.  A summary of all open Student security groups is also provided in the table at the bottom of these instructions. After checking the boxes for the desired security groups, click Next.

9.       Review the request details to confirm they are correct. You also have the option to indicate other information in the optional Comments section. Check the box to indicate INB access, if desired, then click Submit.

10.       After the request has been submitted, the person for whom the request was made must login to the system and agree to the Banner access confidentiality statement (if this is his/her first Banner access request).

11.       The Department Head will also receive an email prompting him/her to login to the system and approve the request. Department Heads can also login to the system and click the Pending Department Head Action link (under the Approver menu) to view and approve pending requests.

12.       The data owners of the different security groups must review & approve the request.

13.       Finally, the request must be processed by IT. When the new access has been setup, the requestor will receive an email from the IT Helpdesk indicating that the request has been completed.

The table below provides descriptions of the standard security groups in the Student module:

Group Name

Group Description

Add Student Business Profile Access While this is not actually a security group, it can be used if you wish to request access to a restricted group that isn’t shown in the list, or if you need to request a business profile. Use the “Comments” area to specify the restricted group or business profile you need.

Academic Advisor Query

View access to general student academic information, including grades

Active Student Record Query

View general student information (SGASTDN, SGASADD, SGAADVR) and access to basic Banner ePrint reports

Admissions Query

View access to general student admission information (SHATRNS, SOAPCOL)

Advisor Query - General

View access to general student contact information

Building and Room Query

Query access to classroom and academic event details

Class Schedule Query

View class section details (SSASECT, SSASECQ, SSAPREQ, SSARRES, etc.)

Department Head Query 

View access to detailed student information for Department Heads and Department Assistants

Department Head Wait List Management

ONLY for Department Heads and their Registration Designees; ability to manage class waitlists (SFAWLPR)

Department Registration Overrides

ONLY for Department Heads and their Registration Designees; ability to provide registration overrides (SFASRPO)

Hold Processing

ONLY for Primary Academic Advisors; ability to add/remove advisor registration holds

Person Query no SSN

Lookup general person information only (SPAIDEN, SPACMNT)

Proxy Query Group for Student View access to the GPAPRXY form in INB, which displays details of a student’s authorized proxy users and the information the student has authorized each proxy to access. Note that if the first box (University officials may discuss all education records with proxy) is checked, university officials are authorized to discuss any education record with the proxy after verifying his/her identity using the proxy passphrase. For more information on proxy access, visit this website: http://registrar.okstate.edu/Faculty-Advising-New-Student-System-Information#proxyaccess

SGAADVR Student Advisor Maintenance

ONLY for College staff who update student’s academic advisors on behalf of the College (SGAADVR)

Student Attribute Processing

ONLY for College staff who maintain specific student attributes on behalf of the College (SGASADD)

Student Class Schedule Query Only

View an individual student's class schedule (SFAREGQ)

 

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What is proxy access and how does it work?
Students will be able to authorize view-only access to their Self Service account and/or authorize university officials to discuss education records with a parent, guardian, spouse or other 3rd party using the Proxy feature in Self Service.  Students should access the Proxy Access tab in Self Service and set up the proxy access for each person they wish to authorize.  Students can choose to authorize all education records or customize the level of access for each proxy by choosing from a list of pages to authorize.  For more information on the student proxy set-up and options, please visit registrar.okstate.edu/proxy-access
.

How can I tell if a student has authorized proxy access to another person?
Using INB, go to GPAPRXY and enter the student’s Banner ID and Next Block.  The name of the authorized proxy will be listed in the Name field.  If the student has more than one proxy, you can use the arrows (upper right) to navigate until you find the proxy record needed.

Once the proxy is located, the proxy will need to provide the Passphrase listed to confirm identity.  Once identity has been confirmed, view the information in the Page Authorization List tab to determine what information the student has authorized the institution to share with the proxy (indicated by a check in the Auth Ind box).  If the first box is checked (University officials may discuss all education records with proxy), you are authorized to discuss any educational information with the proxy.  This is similar to the old “FERPA form”: Student Consent for Parental Access to Educational Records. If the first box is NOT checked, you may ONLY discuss information on a page for which a box is checked. 

What does it mean if the student authorizes the parent/proxy to discuss with University officials any and all details of my student education records? 
While the majority of the options on the Proxy Access Authorizations tab allow a student to grant a parent/proxy view-only access to specific Self Service pages, checking the first option (University officials may discuss all education records with proxy) authorizes the proxy to discuss any student educational records with University officials. It does NOT permit parents to request official documents, make changes to records, or otherwise conduct educational business on the student’s behalf. This is similar to the old “FERPA form”: Student Consent for Parental Access to Educational Records.

Does proxy access replace the FERPA form? 
Yes.  The “University officials may discuss all education records with proxy” option replaces the old parental FERPA form.

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