Banner tips — Table of contents
Banner basics: How Banner is built
    Modules
    Forms
    Blocks
    Fields
Oops, I changed an ID
 Banner FAQ - How do I find...

    A student's Banner ID
    A student's address, phone, email
    Biographical information
    A student's program, or declared major or minor
    A student's current classes and schedule
    Registration audit trail for a term
    A student's registration history
    Holds on a student's account
    A student's GPA and earned credits
    A student's UFV courses
    A student's transfer credits
    A student's high school record
    A student's previous post-secondary institutions
    A student's application and admission information
    Native language, country of birth, and citizenship for international students
    Test scores and language proficiency
    A student's academic standing


Banner basics: How Banner is built

Banner consists of several major systems such as Finance, Human Resources, Accounts Receivable and Student. In OReg we use Student. We also use Accounts Receivable for cashier functions.

Module

Within each system, there are a number of subsystems called modules.

Module Purpose Examples of forms within this module
Admissions Tracking applications SAAADMS
General Person Biographic and demographic information SPAPERS, SPAIDEN, SPATELE
Registration Registration SFAREGS, SFARGRP
Academic History Grades; graduation SHACRSE, SHATERM
Transfer Credit Transfer articulation; transfer records SHATAEQ, SHATRNS
Accounts Receivable Charges and payments TSAAREV, TSASPAY
General Student Semester-by-semester program information (degree, major, etc.) for a student SGASTDN
Schedule Information on class sections SSASECT, SSAPREQ, SSADETL, SSARRES
Catalog UFV course information SCACRSE, SCAPREQ


Forms

There are a number of forms (screens) within each module.

Those goofy screen names

There is actually a method to the “naming” of the forms. This can help you remember the ones you use the most. It is a very good idea to learn the names so you can access them directly.

In OReg, most of our forms (screen names) begin with “S” because they are part of the Student system.

The forms that begin with “T” are part of accounts receivable.

The characters that follow also have a meaning.

Example

1 2 3 4 5 6 7
S P A I D E N

 

POSITION 1
The primary system
POSITION 2
Identifies the module
POSITION 3
Identifies the type of form
POSITION 4, 5, 6 & 7
Gives an indication of the purpose
S - Student A - Admissions

A - Application (this is most common)

e.g., IDEN - Identification
T - Accounts Receivable F - Registration & Fee Assessment V - Validation  
  G - General Student    
  H - Academic History    
  O - Overall    
  P - Person    
  S - Schedule    
  T - Validation Form/Table    

 

SPAIDEN SAAADMS SGASTDN
S - Student S - Student S - Student
P - General Person A - Admissions G - General Student
A - Application A - Application A - Application
IDEN - Identification ADMS - Admission Info STDN - Student Info


Here’s some examples of what the last four digits represent:

SPAIDEN – identification: name, address
SPAPERS – personal info: birthdate, gender, PEN #
SPACMNT – comments
SOAHOLD – holds
SOAPCOL – prior college
SOAHSCH – high school
SHATRNS – transfer credit
SAAADMS - admissions
SGASTDN – general student record
SFAREGS - registration
SFASLST – student list – class list, grade loading screen
SSASECT – class sections
TSAAREV – revenue
SHACRSE – course screen: all courses taken at UFV with grades
SHADEGR - degree sought/granted
SHATERM – term information on courses taken and GPA

Move to another form by entering directly (use F5 from the form you are in), or exit to the main menu.

Blocks

Each form (screen) is broken down into smaller sections of data (called blocks).

Key Block – First block – requires entry of key information, such as the student ID and/or term.

Move to other blocks by using CTRL PG DN or you can click in the block you want. You can move back up using CTRL PG UP, but to get back to the Key Block, you have to use Shift F7 rollback (or the curvy arrow icon upper left on the tool bar).

Fields

Each block consists of a number of fields into which we enter data.

Some fields are required -- i.e., must be filled out.

Many fields allow entry only of certain codes, called a List of Values (LOV). These can be obtained either by using F9 keystroke, or clicking on the down arrow.

The codes that are available in these lists are set up by Bill, Mona, Elaine, or Akhtar. We set those up in “Validation” forms e.g., STVSBGI for institution codes. We can add codes, or change the titles of codes that are in use, when necessary.

Move to the next field using the Tab key. Use Shift Tab to go back one field at a time.



Oops, I changed an ID

Occasionally, when creating or updating person records in SPAIDEN, you may accidentally key data into the ID box below Current Identification -- common mistakes include GENERATE, SPAPERS, BOB. If you then save the record, you have effectively changed the Banner ID from 3000XXXXX to whatever was typed.
 
This is not a crisis, so don't panic. All you need to do is correct the error, and Banner will allow you to do that without creating another person.
 
To fix it:

  1. Change the ID box back to what it should be and save it. Banner should tell you the record was saved. If you're not sure what the ID should be, look at the most recent entry in "Alternate IDs".
  2. In the Alternate IDs section, navigate to the erroneous record, and single click the "Alternate Remove" button, then save the change. Banner should tell you the record was saved. Please be careful here... if you double-click, or click too many times, you can delete stuff we don't want deleted.

That's it — you're done.  
 
One more thing: you should only be using Alternate Remove to remove bad data. It is important not to remove any transactional data (e.g., name changes, ID changes, etc.), as we depend on that history when we are searching for people.
 
If you're nervous, ask Akhtar for help. ID changes will NOT affect the rest of your data processing, so you can continue with the application until you have time to fix it.



Banner FAQ

All instructions are designed for entering a new form through direct entry of the form name. Either start at the main menu, and type in the form in the Go to (direct access) field, or from any other form, hit F5 to bring up this field.

Note: If you use F5, when you exit from the new form, you will return to the previous form AND previous student. Hit F5 again to cancel the direct access.

To move down to the next block, use Ctl_PageDown. To move up to the next block, use Ctrl_PageUp.

Some of the forms may be available through the options list of other forms you use regularly. Just as when you use F5 to access, when you exit, you will return to the previous form AND previous student. Hit F5 again to cancel the direct access.

It is recommended that you learn the form codes that you need to use regularly, so that you can access them directly.



How do I find...

A student's Banner ID 

  1. Go to SPAIDEN and press enter.
     
  2. Click on the “down arrow” button to the right of the ID field.
     
  3. Click on "Person Search".
     
  4. You are now in the form SOAIDEN. Tab over to the Last and First name fields of your student, enter the names, and press F8 (Execute Query).
     
    TIP: To avoid missing the student due to typos or different spacing, use a portion of each name. Use the wildcard (%) to leave out the end of the name, or any parts at the beginning or end where it may be unclear how it was recorded.
     
    • Example: For Paul Vanden Dungen, enter %Dungen for last name and P% for first name
    • %Dongen will yield: Van Dongen, VanDongen, Vandongen 
    • %ierre will yield: Delpierre, LaPierre, Lapierre, Pierre, St Pierre, St. Pierre
       
  5. Once you have found the correct name, check that the birthdate and middle name match.
     
  6. Put your cursor on the correct ID number and Banner will return you to SPAIDEN with the selected ID. Go to next block and continue as normal.

TIP: Many students will have two or more records on the SOAIDEN form. The change indicator will indicate I for ID change, N for name change. Choose the record where the change indicator field is blank.

A student's address, phone, email 

  1. Go to SPAIDEN and press Enter.
     
  2. Enter the student's ID. Go to the next block (Ctrl_PageDown)
     
  3. Click on the Address tab, the telephone tab, or the email tab.
     
  4. For addresses, use only the MA (Mailing address) for students. If it is not the first address type you see, use the down arrow or scroll down until you find it.
     
  5. The main phone number is usually visible within the MA address. For other numbers, click on the Telephone tab. Note that only the STOT and MA types are entered for students.
     
  6. For email, the UCFV email address is assigned automatically when an application is entered. The PERS email address is the student’s personal email, either from the application form or entered online by the student.

TIP: Watch out for addresses, phone numbers and email addresses that have expired or are inactive.

Biographical information (age, gender, aboriginal status) 

  1. Go to SPAPERS.
     
  2. Enter a Student ID.
     
  3. In next block, you will see gender, DOB, age, citizenship, etc.

A student's program, or declared major or minor

  1. Go to SGASTDN and press Enter.
     
  2. Enter the student's ID. Leave the term field blank to see the most recent record.
     
  3. Go to the next block.
     
  4. Curricula Summary — Primary will show you the student's program.
     
  5. The field of study shows declared majors, minors, extended minors, concentrations, if any.  If the field of study records exceed three, scroll down to see more.

TIP: If the term in SGASTDN is in the future, the student’s program for the current term may not be the same. Scroll down to find the program that applies currently.

A student's current classes and schedule

  1.  Go to SFAREGQ and press Enter.
     
  2. In the term field enter the term for which you would like to see the schedule.
     
  3. Tab through the registration date fields but leave blank.
     
  4. Enter the student's ID in the ID field (if it is not already there).
     
  5. Go to next block.
     
  6. You will see all sections the student registered or waitlisted for. Look for the statuses beginning with “R” for the actual registered courses.
     
  7. You can see the dates and times of classes on the right.

TIP: Use the scroll bar on the right to see more courses.

Registration audit trail for a term

  1. Access SFASTCA (or enter registration audit through options in SFAREGS).
     
  2. Enter the appropriate term code.
     
  3. Tab past and ignore the two fields for Registration Date Range.
     
  4. Enter the student ID.
     
  5. In the next block, you will now see a listing of ALL of the student's registration activity from earliest to latest for the term. Use your arrow keys or scroll bar to go up and down.
     
  6. Looking for a specific course, section or CRN? You can narrow your search. Hit F7 to query, enter the CRN, or subject code and course (number), then F8 for results.
     
  7. The form displays the term, CRN, subject, course number, section, and level of each course (all yellow fields indicate data on one transaction). The course status field tells you if the course was registered by web (RW) or in office (RE), dropped via web and so forth.
     
  8. The User field will tell you who performed the transaction (operator or through the web).
     
  9. The Error Flag field indicates if any errors were encountered in the registration. The codes are as follows:

            D = course has been dropped and is eligible to be deleted
            O = an override was used in the registration of the course 
            F = a fatal error occurred which did not permit registration for the course
            L = course status is designated as a wait list status

A student's registration history (current and previous registrations)

  1. Go to SFARHST.
     
  2. Enter ID.
     
  3. Go to next block.
     
  4. You will see current registrations, if any, as well as all previous registrations in Banner. Pre-Banner registrations (before 1999) will not show.

TIP: You can search for any or a combination of specific terms, levels, subject codes, course numbers, CRNs, etc. To start the query, hit F7 once you are in the course block. The screen will clear. Enter your search criteria (e.g., enter subject code ENGL, enter course number 105), then hit F8 for results.

Holds on a student's account 

  1. Go to SOAHOLD and press Enter.
     
  2. Type in the student's ID in the ID field.
     
  3. Go to next block.
     
  4. Hold information is displayed. Check for from dates and end dates. Past end dates mean the hold is inactive, future “from” dates mean it is not in effect yet. End dates of 2099 are typically for holds that have not been expired.

TIP: You can see what transaction (registration, transcripts, etc) each hold prevents by clicking the button, then expanding the STVHLDD form that appears to see which items are ticked.

A student's GPA and earned credits 

  1. Go to SHATERM and press Enter.
     
  2. Type in the student's ID in the ID field.
     
  3. GPA calculations are by level of study.
     
  4. Tab over to the Level field. Click on the down arrow button to find the levels that apply to the student, or for credit or undergraduate GPA, type CR.
     
  5. Leave the term field blank to see the most current GPA information. If you enter a term, you will see only the term entered.
     
  6. Go to next block. This screen will show you the first and last term attended, and in the bottom section, the GPA and earned hours (credits completed). Note that these are broken down by Institution (UFV credits), Transfer, and Overall (UFV and Transfer combined).
     
  7. To get GPAs for individual terms, go to next block. Provided you left the term blank at the top, you can go through each semester from earliest to last, by hitting the down arrow key or scrolling down. If you can’t view all the courses, you can go to the next block and use the scroll bar.

TIP: You can also see a student's completed UFV courses and transfer credit for each semester, but it is easier to review UFV courses completed in SHACRSE, and transfer credit in SYACATA.

A student's UFV courses 

  1. Go to SHACRSE.
     
  2. Enter the ID.
     
  3. Leave the term field blank unless you only want to view only one term.
     
  4. Go to next block.

TIP: You can search for any or a combination of specific terms, levels, subject codes, course numbers, CRNs, etc. To start the query, hit F7 once you are in the course block. The screen will clear. Enter your search criteria (e.g., enter subject code ENGL, enter course number 105), then hit F8 for results.

A student's transfer credits 

  1. Go to SYATRTC.
     
  2. Enter the ID.
     
  3. Go to next block.
     
  4. The institution names are on the left. The records show the term the course ws taken, level of the credit, subject and number of the original courses, and the UFV equivalents (including grade) on the far right.

TIP: To narrow the results to something specific, hit F7 to enter a query. Enter your search criteria, e.g., specific course, institution, term, or level, and hit F8 to get results.

A student's high school record 

  1. Go to SYAHSCH.
     
  2. Type in the student’s ID.
     
  3. Go to next block. You’ll see the name of the school. If scroll bar available, scroll down to see other schools.
     
  4. A grad date in the graduation date field is usually a self-reported grade date (not verified) unless you also see a code in the diploma field.
     
  5. The code in the diploma field indicates graduation has been documented, and the type of graduation (e.g., Dogwood, out-of-country equivalent to BC grad, etc.) Note that home school and school completion are not grade 12 equivalents.
     
  6. The status field indicates if a final transcript has been received and if it was entered manually (MANUAL) or from tape (TAPE FINAL).
     
  7. For final grades, click on the High school subjects tab.
     
  8. For interim grades, click on Interim subjects — these grades are unverified and should not be considered once final grades are entered.

A student's previous post-secondary institutions

  1. Go to SOAPCOL.
     
  2. Type in the student’s ID.
     
  3. Go to next block. You’ll see the name of the institution attended. If scroll bar available, scroll down to see other schools.
     
  4. The transcript received date indicates whether an official transcript has been received.
     
  5. The transcript reviewed date indicates that transfer credit review has been completed.
     
  6. We do not record degrees completed, but in the last block, the code ELDEG or ELDIP means the student has completed a degree or diploma in an English language.

A student's application and admission information

  1. Go to SAAADMS and press Enter.
     
  2. Type in the student's ID in the ID field.
     
  3. Leave the term field blank to see the most recent admission information or enter a term if you know the student's admit term.
     
  4. In next block, you will see the application term, application date, and admit type, as well as the admission decision. Below that block, you will see the student’s program.

TIP: The letter the admission decision code begins with means:
            H — accepted
            S — in progress
            W — withdrawn
            N — not admitted

Native language, country of birth, and citizenship for international students

  1. Access GOAINTL.
     
  2. Enter a student ID.
     
  3. Click on Nationality tab.
     
  4. Native language is displayed. Country of birth and citizenship is recorded only for international students.

Test scores and language proficiency

  1. Access SOATEST.
     
  2. Enter student’s ID.
     
  3. In next block, you will see test scores (if any).
     
  4. Normally, you will see an ELPV score. This is a calculated score, not a test.

    ELPV value What it means
    100 Continuance level of proficiency; student meets prerequisites for first year CMNS and ENGL.
    80 Student meets English entrance proficiency.
    70 Student meets Foundations level II requirements.
    60 Student meets Foundations level I requirements.
  5. Other test scores will also be recorded, if the student has submitted official scores or we have received scores from the assessment centre.

A student's academic standing 

  1. Go to SGASTDN and press Enter.
     
  2. Enter the student's ID.
     
  3. If you want to see the student's status for a specific term, enter a term in the field at the top of the form; otherwise leave the term field blank to see the most current information.
     
  4. Go to next block.
     
  5. Click on the tab Academic and graduation status.
     
  6. Academic status is indicated for the term — e.g., Academic Warning, May continue, Required to withdraw. "May continue" means the student is in good standing, as far as the Banner record is concerned. It might mean that academic standing has not been reviewed.
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