BANNER BASICS Version 8.0 Version 8.0

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1 Version 8.0

2 Table of Contents Introduction... 2 Purpose... 2 Objective... 2 Section 1 User Responsibility... 3 Section 2 Banner Access... 4 Section 3 Parts of the Banner Main Screen... 6 Section 4 Keyboard Shortcuts... 7 Section 5 Accessing a Banner Form... 8 Section 6 Identifying Parts of Banner Forms Section 7 Navigating Around Forms Section 8 Search for a Student by Name or Birthdate Section 9 Using a Wildcard to Search Section 10 View Student Photo Section 11 Find Recently Used Forms Section 12 View Student Holds Section 13 Exit Banner

3 Introduction Banner is a Student Information Management System. It is the official and definitive source of student information Purpose The purpose of Banner Basics is to explain the basic navigation and user responsibilities when using Banner Objective On completion of Banner Basics, you will be able to: 1. Access Banner 2. Identify parts that make up the Banner main screen and forms 3. Navigate within Banner forms 4. Understand your responsibilities when using Banner 2

4 Section 1 User Responsibility Banner is Holmesglen s Enterprise Student Management System (SMS). The system is used to manage all student records, and report to governments on student and institute activity. Prior to gaining access to Banner all staff must undergo basic Banner training to ensure standards and policies are understood. It is your responsibility to practice to improve your competency. Each time you login to Banner it implies an understanding and acceptance of your responsibilities: Banner has single sign on with the Holmesglen network. Your network password must be kept secure at all times. Your network password must NEVER be shared Any work carried out in Banner using your login will be deemed to have been undertaken by you All information within the Banner System is protected and, in accordance with Privacy Laws, can only be used for the purpose for which it was collected You must only access records if it is required as part of your duties as a Holmesglen staff member Staff members must NEVER access or change their own data/records, including entering grades, viewing or modifying fees, administrative/management tasks (using Self Service Banner or Internet Native Banner). If your record needs changing, ensure this work is done by another staff member with higher authority You must only access colleagues records if it is required as part of your duties as a Holmesglen staff member You must always refer Banner related work for family and friends to your supervisor for them to manage You must logout or lock your workstation when it is not attended All paper files should be left face down when you are not in attendance at your desk, and when you leave for the evening student files should be filed away in a secure place See Holmesglen Privacy Q:\Shared\Privacy and Human Rights\Privacy\Privacy Act

5 Section 2 Banner Access Banner is accessed via Holmesglen ZENworks Window (Figure 1) Click on Banner PROD Teaching Staff and Students click on Banner SSB (Self-Service Banner) Administration Staff - click on Banner INB (Internet Native Banner) Figure 1 ArgosWebViewer Backend is the back end of Argos which is used by staff who need to be able to export statistical reports to Excel Holmesglen Online Application is the old system where you can find Scope of Registration Holmesglen Reports is the Web Viewer of Argos (more commonly referred to as the front end of Argos) Holmesglen Reports UAT is a repository for new reports which need testing IE Syllabus is the new Timetable software IE_Banner is the icon to use when you want to engage with our Testing Banner Instances, such as HTRN Self-Service Banner (SSB) Self Service Banner can be found at my.holmesglen.edu.au (Figure 2) Students can apply for Admission, register for classes and retrieve financial and grading data on their own account Teaching Staff are provided with secure access to manage Attendance Tracking and Resulting and also gain student biographical information from their Class List Figure 2 4

6 Internet Native Banner (INB) INB Main Screen (Figure 3) INB is targeted towards administrative or super-users to set up and maintain the rules, configure the system and have a high level of access to their relevant functional areas. CIU set up the Programs and Subjects, Departments set up their CRNs and attach teachers to CRNs. Setting up the term schedule and performing daily, semester and annual configuration set up to maintain the system is performed by the BOT (Banner Operations Team) Figure 3 5

7 Section 3 Parts of the Banner Main Screen B A C D E F G A - Menu Bar Pull down text menus allow you to choose commands from a list B - Toolbar On the toolbar you will find buttons for all the common Banner functions. If a function is not available on a particular form, its button is greyed out C - Go To Field The Go To field is used to access Banner forms directly by typing in the Banner form name and pressing the Enter key D - Drop Down Arrow The drop down arrow offers an expanded search functionality to access Banner forms E - Menu Tree The menu tree is also used to access Banner forms. Double click on folders, sub-folders to open, expand or close them and forms F Messages from the Banner Team The Banner Team will populate this section with notices, warnings or other messages as deemed necessary G Auto Hint Line or Message/Error Bar Banner often uses this line/bar to display important, useful messages about acceptable next steps, errors, confirmation of records saved, number of records retrieved etc 6

8 Section 4 Commands within Banner All actions performed within INB can be done using the icon from the Toolbar, performing the keyboard shortcuts (Figure 4), or selecting the action from the Menu Bar commands Command Icon Shortcut Keys Menu Bar Option Save Saves all changes made in a form since the last time you saved. Rollback Clears all information and returns you to the Key Block of a form. Select Enters the highlighted value into the current field of the form you are working from. Previous Record Previous Record moves the cursor to the first enter-able field in the record before the current record. Next Record Moves the cursor to the first enter-able field in the next record. If the cursor is at the last record, a new record is created. Insert Record Inserts a new blank record into a group of existing records. Remove Record Removes all information for a record. When you Save, the record will be deleted from the database. Previous Block Moves the cursor to the previous information block in a form. Next Block Moves the cursor to the next information block in a form. If the next block is in another window of the form, that window will be displayed. Enter Query Puts the form into query mode and lets you enter search criteria to see what information is already in the database. Execute Query Searches the database and displays any records that match the search criteria. Cancel Query - Cancels a query and takes the form out of query mode. Print - Captures the active screen (only what you can see) and prints it to your network printer. Exit - From the main screen, the Exit button takes you out of Banner. In a form, the Exit button takes you out of the form. In query mode, the Exit button cancels the query. You may have to click the exit button multiple times to exit out of a form or Banner itself. Figure 4 F10 Shift + F7 Shift + F3 F6 or Page Up or Page Down Shift + F6 Ctrl + Page Up Ctrl + Page Down F7 F8 Ctrl + Q Shift + F8 Ctrl + Q File > Save File > Rollback File > Select Record > Previous Record > Next Record > Insert Record > Remove Block > Previous Block > Next Query > Enter Query > Execute Query > Cancel File > Print File > Exit Banner File > Exit File > Exit 7

9 Section 5 Accessing a Banner Form You can access a form from the Banner main screen using the: 1) Go To field 2) My Banner menu Both of these methods will work to get you to any of the Banner forms 1) Go To field The Go To field is used to directly access forms Type the name of the Banner form you wish to access in the Go To field (Figure 5) (eg. SPAIDEN which is the General Person Identification form) Click Enter The requested form will open Figure 5 8

10 2) My Banner Menu Individual users can create personal menus that include the forms, menus and Quickflows that are most important in their daily work. A personal menu is tied to the user s ID and specific Banner instance - Holmesglen training or Holmesglen Production (HTRN or PROD) and can be accessed from the main menu Make a list of the Banner Forms you would like to add to your personal My Banner menu such as SPAIDEN Access the My Banner maintenance form (GUAPMNU) either by typing GUAPMNU into the Go To Field or double clicking on the folder My Banner and selecting GUAPMNU (Figure 6) Figure 6 9

11 On the right side of the screen type the form name into the Object column (Figure 7) Figure 7 Click TAB or the DOWN ARROW key to display the form title in the Description field (Figure 8) Figure 8 You can amend the text in the Description field to help you identify what the form is used for if this is helpful for you (Figure 9) Figure 9 Click the DOWN ARROW key to access a new row and type in another form name After entering all form names Click Save and Exit The Auto Hint Line will display a message telling you that X number of records have been saved The next time you open a Banner session, the forms will display under the My Banner folder on the Banner main screen 10

12 Section 6 Identifying Parts of Banner Forms A B C A - The Title Bar The Title Bar of all Banner forms shows the form name, description, version and database B The Key Block Information entered in the Key Block determines what is displayed on the rest of the form. The Key Block must always be filled in first. Typical information entered in the key block includes the ID and Term. To move from the Key Block into the rest of the form the Next Block function is used C The Information Block(s) Information Blocks make up the main body of a form where you can view or update information relating to the person or non-person in the Key Block Many forms have more than one Information Block. To move from one Information Block to another, the Next Block and Previous Block functions are used To clear and reset the Information Block(s) and return to the Key Block, the Rollback button function is used 11

13 Section 7 Navigating Around Forms Tabs within Forms Often a form will have more information displayed in tabs (Figure 10). There are different ways to access tabs: 1) Click on the required tab. This will take you directly to that tab 2) Keep clicking Next Block. This will move you through each tab Key Block Tabs Figure 10 3) Click on the Options menu This will display the tabs that are available on the current form (Figure 11). Highlight and click on your selection NOTE: The Key Block must be populated and you must click Next Block before clicking on Options Figure 11 The Options menu (Figure 11) is very contextual. The content of the menu changes depending on the form you are in in Banner. Extra Information The Biographical tab records a student s Gender, Citizenship, Ethnicity, Date of Birth and Age The Additional Identification tab is where you can view details such as a student s USI, old QLS number, DELTA registration numbers, Victorian Student Numbers and Identification numbers of photo ID and Citizenship status 12

14 Scroll Bar within Forms and Tabs On some forms and tabs you will see a scroll bar as shown below (Figure 12). This indicates that there is more information or multiple records within a block and/or page on your screen. Scroll Bar Figure 12 Return to the Key Block To clear / reset a form and return to the Key Block, click on the Rollback button (Figure 13) Figure 13 13

15 Section 8 Search for a Student by Name or Birthdate Many forms in Banner allow you to search for a student or person by name. SPAIDEN in particular allows you to search by Birthdate as well Drop down the arrow next to the ID field to see the pop up box Option List (Figure 14). This gives you three alternatives to search Figure 14 Person Search Clicking on Person Search allows you to search using the First Name, Last Name and/or Middle Name fields. You will be unable to click into any of the other search fields. This search is NOT case sensitive but you do need to enter the name EXACTLY as Banner has it recorded. (See Section 9 Using a Wildcard to Search to incorporate a wildcard (%) into your search). Once you have typed the names, Execute Query to return results (Figure 15). Double click on the ID to bring the person back to SPAIDEN Figure 15 14

16 Non-Person Search This option allows you to search for entities not classed as students or persons primarily companies or employees of apprentices. Again, you need to be exact in the spelling and it is advisable to use a wildcard (%). (See Section 9 Using a Wildcard to Search) Alternate ID Search From here you are able to search by date of birth as well as name. Click into the Birthdate field and type date in the format DDMMMYYYY i.e 24MAR1979. Do not put spaces or dashes to break up the date. The month must be entered as the first three letters of the month name (Figure 16) Execute Query to return results and double click on your selection Figure 16 Section 9 Using a Wildcard to Search Name wildcard Search A wildcard can be used to search when you don t know the exact field match or are searching for similar records or all records starting with a specific code. For example, to search for Michael Clark you can enter Mic% and Cla% (Figure 17) which will retrieve Michael Clark, Michelle Class and every other name with a First Name beginning with MIC and Last Name beginning with CLA (Figure 18). The wildcard replaces the additional strings of characters following the letters or numbers that precede the wildcard Figure 17 Once the query has been entered click Execute Query to return results Figure 18 15

17 Wildcard search for Banner Forms You could use a wildcard to search in the Go To field if you know a word that the Form Description contains. For example, typing %BLOCK% into the Go To field (Figure 19) and pressing Enter will show you a pop up with every form that uses the word Block in its description (Figure 20) Figure 19 Figure 20 16

18 Section 10 View Student Photo You can view a student s photo in Banner if they have had one taken for an ID card On any form with an ID in the Key Block, highlight the ID Click on Help on the Menu Bar Click on Display ID Image (Figure 21) Figure 21 A pop up box appears with the photo displayed (Figure 22) Figure 22 17

19 Section 11 Find Recently Used Forms From any form, click on File (Figure 23) The 10 most recently accessed forms from this Banner session will be displayed and can be accessed by clicking on the form name in that list Last 10 accessed forms Figure 23 Section 12 View Student Holds Access the form SOAHOLD Any hold with a To: date of 31-DEC-2099 is an active hold (Figure 24) If the To: date is either today or a date in the past, the hold is NOT affecting the student s account Figure 24 NOTE: Different Hold Types will affect different aspects of a student s account 18

20 Section 13 Exit Banner Click X (Figure 25) Figure 25 A pop up box will be displayed (Figure 26) Figure 26 Click Yes 19