Student Information System User Guide
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1 Student Information System User Guide Quick Admit - Internet Native Banner Draft Revision: 1.0 Revision Date: September 30, 2016 Author/Editor(s): Marian Quaid-Maltagliati, Pam Wood, Josie Cabanas and Kathy Lester
2 Document Change Log Revision Revision Date Editor(s) Change Description 1.0 April 1, 2010 Marian Quaid- Initial Draft Maltagliati 2.0 April 26, 2010 MQM Updates to fields Allan Hancock College Page 2 of 37 April 1, 2010
3 Contents Introduction... 4 Purpose... 4 Intended audience... 4 Scope... 4 References... 4 Definitions and Acronyms... 4 Continuing or Returning Applicant... 5 New Applicant Possible Match Allan Hancock College Page 3 of 37 April 1, 2010
4 Introduction Purpose The purpose of this document is to provide guidance on how to admit a student. Intended audience The intended audience for this document is employees who admit and register students. Every form in Banner is traced back to the user and date entered. Never share your user name and password. Scope This document explains how to search for student in the data base, and how to admit a new student. Disclaimer: The authors of this guide have made every effort to include instructions for training that are clear and complete. Please make additional personal notes that will assist you with your training References 1. SunGard Higher Education Banner General - Banner Getting Started Guide 2. Allan Hancock College Data Standards Manual 3. Allan Hancock College SIS General Navigation - Internet Native Banner Definitions and Acronyms AHC Allan Hancock College Allan Hancock College Page 4 of 37 April 1, 2010
5 Continuing or Returning Applicant SAAQUIK Part 1 Continuing or Returning From the Banner general menu Key in SAAQUIK in the Go To... box; press enter Always read the bottom of the screen for status of transactions Allan Hancock College Page 5 of 37 April 1, 2010
6 1. Always click the down search arrow in the ID Box 2. Click on Person Search or Alternate ID search Never click Add Person at this point! 2a. This how to do a Person Search Click on person search in the Option List box Type in the first three or four letter of the Last Name and the % sign Tab to First Name field Type in the first three or four letter of the First Name and the % sign Execute the query Allan Hancock College Page 6 of 37 April 1, 2010
7 If the name appears and birth date matches the student is already in our system Do not generate a new ID Never select a name than has an N in the change indicator box. Double click on the name you want to use Allan Hancock College Page 7 of 37 April 1, 2010
8 The next screen populates the ID and Name Complete Term and Level Do not under any circumstances click on the Generate ID icon Click next block Click on OK in defaulting values from Quick Entry Rules Form (This box is a pop up for this form) Allan Hancock College Page 8 of 37 April 1, 2010
9 This is what auto populates by hitting OK Click next block 2 times Update Student Type see definitions on back page Student Status Residence see definitions on back page Education Goal A Associate & transfer to 4-yr B Transfer to 4-year w/o Asso. C 2-yr associate degree D 2-yr vocational degree E Vocational certificate F Discovery-career interest/goal G Prep for new career/job skills H Adv in career/update jobskills I Maintain certificate/license J Educational development K Improve basic skills L Credits for HS diploma/ged M Undecided on goal N Move noncr to credit coursewrk O Mtg 4-yr college req-4-yr stud X Uncollected/unreported Education Level number plus 2 digit year of last completion unknown just the number, then tab 0 Not a High School Grad 5 Certificate of HS Proficiency 1 Currently enrolled in K-12 6 Foreign High School Grad 2 Currently enroll adult school 7 Associate's Degree 3 High School graduate 8 Bachelor's Degree or higher 4 GED or Cert of Equivalency X Unknown/unreported Do not update Full Time or Part Time Rate Application and Recruit Information Allan Hancock College Page 9 of 37 April 1, 2010
10 Click on Addresses tab Telephone: first box area code second box 7-digit phone number third box extension Update if necessary Address Type AHC will only enter MA and PR (mailing and permanent permanent may NEVER be a PO Box) Street City State Zip Telephone (if the person has more than one address type, from the tool bar, you must click on Record Select Insert Click on Record Select Duplicate Select Address Type Update data for the second address type Allan Hancock College Page 10 of 37 April 1, 2010
11 Do Not Update County Nation Allan Hancock College Page 11 of 37 April 1, 2010
12 Click on Biographical tab Update if necessary Citizenship Ethnicity New Ethnicity Veterans info if applicable Race: 01 Hispanic, Latino 02 Mexican/Mex- American/Chicano 03 Central American 04 South American 05 Hispanic Other 06 Asian Indian 07 Asian Chinese 08 Asian Japanese 09 Asian Korean 10 Asian Laotian 11 Asian Cambodian 12 Asian Vietnamese 13 Filipino 14 Asian Other 15 Black or African American 16 American Indian/Alaskan Native 17 Pacific Islander Guamanian 18 Pacific Islander Hawaiian 19 Pacific Islander Samoan 20 Pacific Islander Other 21 White Do not complete Marital Status Religion Legacy Ethnicity Code: A Asian B Black Non-Hispanic F Filipino H Hispanic N American Indian/Alaskan Native W White Non-Hispanic AC Chinese XD AI AJ AK AL AM AV AX HM HR Asian Indian Japanese Korean Laotian Cambodian Vietnamese Other Asian Mexican/Mex- American/Chicano Central American Decline to state This process ends quick admit for a continuing or returning student. Allan Hancock College Page 12 of 37 April 1, 2010 HS HX O P PG PH PS PX X South American Other Hispanic Other Non-White Pacific Islander Guamanian Hawaiian Samoan Other Pacific Islander Unknown
13 New Applicant SAAQUIK Part 2 New Applicant From the Banner general menu Key in SAAQUIK in the Go To... box; press enter Always read the bottom of the screen for status of transactions Allan Hancock College Page 13 of 37 April 1, 2010
14 1. Always click the down search arrow in the ID Box 2. Click on Person Search or Alternate ID search Never click Add Person at this point! Allan Hancock College Page 14 of 37 April 1, 2010
15 2a. Person Search Click on person search Type in the first three or four letter of the Last Name and the % sign Tab to First Name field Type in the first three or four letter of the First Name and the % sign (For test purposes the student is Testing Again) Execute the query Read the message at the bottom of the screen You have just verified the student is not in our system with the data entered. Exit the form with the big black X never the white X in the red box. If you wish you may perform an alternate ID search. Allan Hancock College Page 15 of 37 April 1, 2010
16 After exiting you should obtain a BLANK Quick Entry SAAQUIK form Allan Hancock College Page 16 of 37 April 1, 2010
17 In the ID drop down click Add Person This is the next screen Allan Hancock College Page 17 of 37 April 1, 2010
18 Click on the Matching Source drop down arrow select ADMISSION_APP and click OK Allan Hancock College Page 18 of 37 April 1, 2010
19 Click next block In the Data Entry Key in Last Name First Name Middle Name Address Type If mailing and permanent address are the same only enter as MA On street line do not use symbols such as # State or Province use drop down if do not know the postal abbreviation Zip Code Most users will not complete County or Nation Non Person Name (Vendors for business services only) Complete SSN if you have it (REAL SSN only) Birthdate Gender Telephone first block area code second block 7 digit number with or without dash last block is for an extension only is personal address Click the icon next to Duplicate Check Allan Hancock College Page 19 of 37 April 1, 2010
20 Pop up box message No matches found, create as new? Click Yes Generated ID: always write this number on the paper application click OK Allan Hancock College Page 20 of 37 April 1, 2010
21 The generated ID and name will populate on the next screen Complete Term and Level Do not under any circumstances click on the Generate ID icon Click next block Click on OK in defaulting values from Quick Entry Rules Form (This box is a pop up for this form) Allan Hancock College Page 21 of 37 April 1, 2010
22 This is what auto populates by hitting OK Update Student Type Student Status Residence Education Goal Education Level Do not update Full Time or Part Time Rate Application and Recruit Information Allan Hancock College Page 22 of 37 April 1, 2010
23 Click next Block Click on Program field Click on Base Curriculum Rules By Program Select Program by using scroll bar in pop up box Never select CT The person entering the data MUST ALWAYS choose the GEN category for any student interested in: Drama Cosmetology Fire Academy Law Enforcement Academy Nursing, Dental Health Occupations Medical Assisting NEVER use the AA, AS or CT code for the above listed programs. (The GEN category is at the bottom of the list of program codes, which will appear in the pop up box) Click OK The program field populates with the correct Program Allan Hancock College Page 23 of 37 April 1, 2010
24 Click on Addresses tab Telephone: first box area code second box 7-digit phone number third box extension Update if necessary Address Type AHC will only enter MA and PR (mailing and permanent permanent may NEVER be a PO Box) Street City State Zip Telephone (if the person has more than one address type, from the tool bar, you must click on Record Select Insert Click on Record Select Duplicate Select Address Type Update data for the second address type Allan Hancock College Page 24 of 37 April 1, 2010
25 Do Not Update County Nation Allan Hancock College Page 25 of 37 April 1, 2010
26 Click on Biographical tab Update if necessary Citizenship Ethnicity New Ethnicity Veterans info if applicable Do not complete Marital Status Religion Legacy This process ends quick admit for a continuing or returning student Allan Hancock College Page 26 of 37 April 1, 2010
27 Click on Biographical tab and complete Citizenship Ethnicity New Ethnicity Veterans info if applicable Do not complete Marital Status Religion Legacy This process ends quick admit for a New Student Allan Hancock College Page 27 of 37 April 1, 2010
28 Possible Match SAAQUIK Part 3 Possible Match From the Banner general menu Key in SAAQUIK in the Go To... box; press enter Always read the bottom of the screen for status of transactions Allan Hancock College Page 28 of 37 April 1, 2010
29 1. Always click the down search arrow in the ID Box 2. Click on Person Search or Alternate ID search Never click Add Person at this point! Allan Hancock College Page 29 of 37 April 1, 2010
30 2a. Person Search Click on person search Type in the first three or four letter of the Last Name and the % sign Tab to First Name field Type in the first three or four letter of the First Name and the % sign Read the message at the bottom of the screen You have just verified the student is not in our system with the data entered. Exit the form with the big black X never the white X in the red box. Allan Hancock College Page 30 of 37 April 1, 2010
31 If you wish you may perform an alternate ID search Click Alternate ID Search Click on the field in which you wish to search, and enter data. You may search by any of the fields below. If you find a match, double click on the matching line. Allan Hancock College Page 31 of 37 April 1, 2010
32 In the ID drop down click Add Person This is the next screen Allan Hancock College Page 32 of 37 April 1, 2010
33 Click on the Matching Source drop down arrow select FA_DATALOAD and click OK Allan Hancock College Page 33 of 37 April 1, 2010
34 Click next block In the Data Entry Key in Last Name First Name Middle Name Address Type If mailing and permanent address are the same only enter as MA On street line do not use symbols such as # State or Province use drop down if do not know the postal abbreviation Zip Code Most users will not complete County or Nation Non Person Name (Vendors for business services only) Complete SSN is you have it (REAL SSN only) Birthdate Gender Telephone first block area code second block 7 digit number with or without dash last block is for an extension only is personal address Click the icon next to Duplicate Check Allan Hancock College Page 34 of 37 April 1, 2010
35 When verified that the Potential Match is the same person (SSN, Birth Date, Gender) Verify the name is highlighted and Click on the Select ID icon Allan Hancock College Page 35 of 37 April 1, 2010
36 The name is populated -- Insert Term, Level Click OK Update Student Type Student Status Residence Education Goal Education Level Do not update Full Time or Part Time Rate Application and Recruit Information Click on Biographical tab and update if necessary Citizenship Ethnicity New Ethnicity Veterans info if applicable Do not complete Marital Status Religion Legacy This process ends quick admit for a continuing or returning student Allan Hancock College Page 36 of 37 April 1, 2010
37 Banner Semester Identified by Academic Year, First 4-digits, last part of academic year, followed by 2-digit semester code 10 summer 20 fall 30 winter 40 spring ie: Summer 2010, is part of the academic year = Therefore, the semester code is: Student Type: 1 First-Time Student 2 First-Time Transfer Student 3 Returning Student 5 Continuing Student Y College Now X Uncollected/Unreported 0 Undeclared Residence Codes: X Exempt Non-resident Waiver R In State Resident O Out of State Resident F Foreign M Military Waiver 0 Undeclared 8 AB540 Needed - Possible Waiver Allan Hancock College Page 37 of 37 April 1, 2010
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