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Requesting Access to Banner (for Department Heads)

 


 

Request 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 information 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).

 

  • Log in to the Banner Access Request application: https://apps.okstate.edu/access_request/.
  • Scroll to the bottom of the page and click the blue Create Access Request button.
  • Select OSU Stillwater/Tulsa as the campus, then click Next.
  • Select STUDENT as the Banner module, then click Next.
  • Search for yourself or the person for whom you are requesting access (by name or email address, etc.), then click Next. 
  • Confirm the person on the following screen by clicking the radio button next to their name, and click Next.
  • The system automatically looks up the department head who must approve this request - click Continue.

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

 

Graphic shows message when department head hasn't been set up.

 

  • Select the Banner Security Group(s) desired by checking the boxes to the left of the Security Group description. See Recommended Security Groups for Departmend Heads.
  • After checking the boxes for the desired security groups, you have the option to add a comment (for the approvers), then click Next.
  • On the next screen (selecting business profiles), select "OSU Hold FGAC Advising" if you will be a primary academic advisor who needs to release advising holds and/or select "OSU Faculty Registration Override in SSB - OSU" if you will be instructing any courses. Click Next.
  • After the request has been submitted, the person for whom the request was made must log in to the system and agree to the Banner access confidentiality statement (if this is their first Banner access request).
  • The Department Head will also receive an email prompting them to log in to the system and approve the request. Department Heads can also log in to the system and click the Pending Department Head Action link (under the Approver menu) to view and approve pending requests.
  • The data owners of the different security groups must review and approve the request.
  • 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.

Recommended Security Groups for Department Heads and Department Head Registration Designees

 

The table below summarizes the security groups in the Banner Student module recommended for most Department Heads. If you are also an instructor of record for a course or have advising responsibilities, you will also want to view our recommended security groups for Faculty and/or Advisors for additional security groups.

 

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. See below to determine which Business Profiles are appropriated based on your role.
Academic Advisor Query View access to general student academic information, including grades, and contact information.
Banner 9 Class List in Self-Service ONLY for Department Heads and their Registration Designees; view Class List/Roster information (waitlist, enrollment, registration status, etc.) for all class sections.
Department Head Query ONLY for Department Heads and their Designees; 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).
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 his/her identity using the proxy passphrase. For more information on proxy access, visit this webpage.

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).

 

Primary academic advisors who need to release advisor registration holds will also need to request the "OSU Hold FGAC Advising" business profile.

 

Instructors will also need to request the "OSU Faculty Registration Override in SSB" business profile.


View the Status of a Banner Access Request

 

To check on the status of any Banner Access Request, use the View Access Requests link near the top-left of the home page in the Banner Access Request system.

 

Shows location of View Access Requests.

 

  • Search for yourself or the person for whom you are requesting access (by name or email address, etc.), then click Next.
  • Confirm the person on the following screen by clicking the radio button next to their name, and click Submit.
  • The resulting page lists all pending and/or approved Banner Access Requests for that person.

 

View Your Banner Access

 

To view a comprehensive list of all current/approved Banner access for yourself or another employee, use the "Banner User" link in the left-side menu in the Banner Access Request System.

 

Graphic showing location of View Access Requests.

 

  • Search for the person whose access request you want to view (by name or email address, etc.), then Click Next.
  • Confirm the person on the following screen by clicking the radio button next to their name, then click Next.
  • Once you're on that employee's Banner User Information page, scroll down past the General Information section and Security Review Information to see all current/approved security groups and business profiles for that employee.
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