Banner Employee Training

Transcription

1 July 2016 Banner Employee Training Moraine Park Technical College Grant Client Reporting Content Contributor: o Sue Wiese Trainers: o Bojan Ljubenko o Sue Wiese

2 COMPETENCIES YOU WILL LEARN: Searching for student Adding grant demographic data Entering Basic Education (BE) goals at entry (BE only) Entering BE Education Levels and ELL Functional Levels (BE only) Reviewing BE contact hours (no data entry is to be done in this form) Inputting grant activity data and exit data INTRODUCTION: The Client Reporting Other Elements Form (SZACLNO) is used to capture grant reporting information for all students who are served by grants as well as additional demographic data on all students. Before data can be entered into this form, a person must first be identified in the Banner system with a name and an identification number beginning with N. Before entering Grant Reporting Data: A general person record needs to be created (refer to General Person manual) HELPFUL TIPS: Remember to tab over once in the SZACLNO form and enter the current fiscal year. To navigate from tab to tab, you can click on the tab or use the next block icon (9 th icon from the left). To navigate within the tab/screen, use the tab button. Use shift + tab to move back up to a previous data element. Remember to click the save icon (pictured to the right). To select a new record or student, click the rollback icon (2 nd icon from the left). If you enter data into a field in error, click in field and hit the delete key. DO NOT DO a record, remove this would delete everything on the tab. General Access Instructions: To access Banner go to Click on the employee tab, employee tools, Banner INB. ADDITIONAL NOTES: CAUTION! Please carefully check your data entry to ensure it is correct. Errors will be returned to the responsible individual for correction. The WTCS Client Reporting Manual, which gives additional information such as definition of terms, can be found at: Please contact Dr. Bojan Ljubenko at extension 3229 with any questions regarding Grant Reporting data entry, or other Grant Reporting issues in Banner. Page 2

3 To start, in the Go To box type the form name (SZACLNO). Hit Enter -or- Double-click on the WTCS Reporting [*WTCS] menu Double-click on State Grant Reporting [*WTCS_REPT] menu Double-click on the Client Reporting Other Elements [SZACLNO] form Page 3

4 On the Demographic screen, Enter the N# (Student identification number) of the student, if known Or Under ID click on dropdown arrow and click on person search. Tab to last name and enter the first 3-4 letters with %; tab to first name and enter the first 3-4 letters with %. This will bring up all your options. DO NOT ENTER THE ENTIRE NAME. If your search brings up several options as potential matches, look for Date of Birth in the far right field. a. Don t forget Thomas vs. Tom, and these altered name spellings. b. If there is a typo, the limited name search will usually help. Click F8 key or click the execute query icon. Check for the correct middle initial, and birthdate. Move your cursor to the field with the correct N number and double click. If the student doesn t appear, please refer to the General Person manual to assist you in your search or entry of a new person. Tab over to fiscal year and type in 2017 or current year for fiscal year. Click on the next block button (9 th icon from the left) to begin entry into first tab. Demographic Tab: (see picture on page 6.) 1. Begin entering information by clicking on the dropdown next to the appropriate field. If you received information from the student via their paperwork, use the student button; if you are gathering information yourself, use the staff button. The staff information will trump the student information when going to the state. a. Municipality/County and State: pre-populated from SPAIDEN or general person. b. WTCS District of Residence: Recognized district based on municipality can be found at the end of the Municipality/County code (example shows 10, just after Washington-West Bend (C). Use ONLY this code unless approved by a supervisor. c. Legacy: This is the First Generation field. Student response should be entered at time of registration. Enter whether either parent has earned either a 2 or 4 year degree. The highest degree earned by either parent should be entered. For a 4-year degree select F for Four Year Yes. For a 2-year degree enter T for Two Year Yes. Enter N for No. DO NOT Enter Y for Yes. d. Work Status at Enrollment: student response should be entered at time of registration. e. Single Parent Indicator: student response should be entered at time of registration. f. Highest Grade Completed: student response should be entered at time of registration. g. Highest Credential Completed: student response should be entered at time of registration. h. Veteran Status: student response should be entered at time of registration. WTCS veteran definition: Service member" means a person who has served or is serving on active duty Page 4

5 under honorable conditions in the U.S. armed forces, in forces incorporated as part of the U.S. armed forces, in the national guard, or in a reserve component of the U.S. armed forces. i. Gender, Ethnicity, and Race: pre-populated from SPAIDEN. If automatically populated demographic information is incorrect, this information must be corrected in SPAIDEN (see general person manual) or route the change request to the appropriate student services staff. j. Incarcerated Indicator: pre-populated based on campus code (prisons) and other logic. k. Contact Person(s): If you fill in any of the information, please use the same steps as stated on the top of page 4 in general access instructions for a person search. If you see an employee name already entered, add your employee name on the next available blank area. (see bullet #3) l. Employer: Employer field is filled in by the Apprenticeship department. m. Self Service Data: Select this checkbox so that the student is prompted to update their demographic data the next time they enter self-service. The student will be given a pop-up the next time they log in to self-service requesting they update their demographic information. All updates take place on the pop-up. n. Disclosure Date: Please enter the date the student information is disclosed to you, or the date any demographic data is updated. This date will be automatically populated when the student updates their demographic data using self-service. Use the format mm-dd-yyyy for entry, Banner will convert to the proper format. 2. When entering data, please remember that if you see a yes currently, DO NOT change it to a no. For example, if someone is listed as a displaced homemaker on the screen, and the information you have says they are not, leave yes. Other project staff may have seen them and this information has been entered previously. If you have what you believe to be more accurate information and could check yes, please enter that. Only use 'client refused to provide' if absolutely necessary, as records without complete data will not be considered for client reporting purposes and may be returned for correction. 3. Click save before moving on to the next tab. 4. Click the next block icon or click on next tab. See Picture on next page. Page 5

6 Remember to Click Save Page 6

7 Student Entry Tab: 1. Click on Student Entry Tab or click next block. 2. Begin entering information by clicking on the dropdown next to the appropriate field. If you received information from the student via their paperwork, use the student button; if you are gathering the information yourself, use the staff button. The staff information will trump the student information when going to the state. a. Economically Disadvantaged: system value is pre-populated based on financial aid information. If the value is no, it will use the staff and/or student values. b. Economic Indicator Codes: enter up to four codes based on their economic status at time of enrollment. Be sure that economically disadvantaged is checked yes under Staff if you supply an economic indicator code. c. Participant in NTO: checkbox will be automatically checked if appropriate information is gathered from program records/gender. d. Type of Facility Code: (For Basic Ed Only). The following are the facility codes used at MPTC: FDL Campus & BD Campus = 04 and 08; WB Campus = 13; Cty. Jails = 15; state/federal prison = 06 e. Grant Enrollment Date: Enter date such as and it will be converted to 01-JULY-2016 format. (Use current fiscal year: July 1-June 30. June students have to be entered with a July date to get entered in the correct fiscal year.) f. Disability: student response should be entered at time of registration but if student response is YES, then staff should indicate the specific disability in the staff section. Do not use the DN, DY and NA codes. g. Academically disadvantaged: pre-populated based on course enrollment information such as basic skills courses, but can be overwritten by staff (with additional information) by clicking the staff section if academically disadvantaged is not auto-checked. h. Limited English Proficiency: pre-populated based on 861 course enrollment but can be overwritten by staff (with additional information) by clicking the staff section if limited English proficiency is not auto-checked. i. Displaced Homemaker Indicator: student response should be entered at time of registration or can be overwritten by staff with appropriate information. NOTE: If you skip or need to go back and change information, tab through the fields to get to the correct field. 3. Click save before moving on to the next tab. 4. Click next block icon or click on next tab. See Picture on next page. Page 7

8 Remember to Click Save Page 8

9 Student BE Goals Tab: (This tab is for Basic Education clients only) 1. Click on the dropdown or key in the appropriate goal (at least 1, no more than 5). Please follow specific Basic Education instructions found on the shared drive (y > Basic Education > client reporting). 2. Click save before moving on to the next tab. 3. Click next block icon or click on next tab. Remember to Click Save Page 9

10 ELL Exit Data Tab: (This tab is for Basic Education ELL clients only) Please review specific Basic Education instructions. 1. Test Topic: Select the specific test topic from the drop down. 2. Type: Select the type of test given. This can be either an initial pretest or subsequent tests. Record all instances of tests taken. 3. Date: The date field prepopulates based on when the testing data is entered. This should be manually changed (using the format mm-dd-yyyy) to the date the test was actually taken. The field will convert the date to the proper Banner format. 4. Name: Use the drop down menu to select the test name. The field will populate with the test number associated with each test name. 5. NRS Level: Enter the appropriate NRS level. 6. Scale Score: Enter the scale score for the appropriate test. 7. Complete: Select the Complete box for a test topic area when the student s pretest placed them in NRS level 6 and a posttest also placed them in NRS level Adv EFL: Select Adv EFL when the student achieved an EFL/NRS level gain and enrolled in a higher level course during the grant year (for example, Speaking 2 then Speaking 3). 9. Use the Next Record icon to enter another test instance. 10. Filters: After you have saved your entry you can select the appropriate filter to view records by Test Topic. 11. Click save before moving on to the next tab. 12. Click next block icon or click on next tab. Page 10

11 Remember to Click Save Page 11

12 ABE Exit Data Tab: (This tab is for Adult Basic Education clients only) Please review specific Basic Education instructions. 1. Test Topic: Select the specific test topic from the drop down. 2. Type: Select the type of test given. This can be either an initial pretest or subsequent tests. Record all instances of tests taken. 3. Date: The date field prepopulates based on when the testing data is entered. This should be manually changed (using the format mm-dd-yyyy) to the date the test was actually taken. The field will convert the date to the proper Banner format. 4. Name: Use the drop down menu to select the test name. The field will populate with the test number associated with each test name. 5. GLE Level: Enter the appropriate GLE level. 6. Scale Score: Enter the scale score for the appropriate test. 7. Complete: Do not use. 8. Adv EFL: Select Adv EFL when the student achieved an EFL/NRS level gain and enrolled in a higher level course during the grant year (for example, Math 3 to Math 4). 9. Use the Next Record icon to enter another test instance. 10. Filters: After you have saved your entry you can select the appropriate filter to view records by Test Topic. 11. Click save before moving on to the next tab. 12. Click next block icon or click on next tab. Page 12

13 Remember to Click Save Page 13

14 Displaced Homemaker Tab: (This tab is not being used.) Please do not enter any data into this tab. THIS TAB IS NOT BEING USED Page 14

15 Grant Activity Tab: 1. Select the correct grant number from the dropdown. 2. If the student is in more than one grant, click on Record Insert to access the next grant activity record. Caution! If you do not insert a record, previously entered grants will be overwritten. 3. For non-basic Education grants only: select services provided. a. If the allotted services provided through Grant Activity are filled, please use your best judgement and delete those items that are not as grant-critical. 4. Select the appropriate contact person providing service to the student. Perform a person search if necessary (see top of page 4). This must be done when first entering the grant record. 5. After completion of service: If you are certain the student will not return, enter an exit date next to the appropriate contact person, and add any comments (approx. 80 character max). Exit date is the last contact date with student NOT date completing data entry. Leave blank if the student is continuing (see #6). 6. Click the checkbox if student is continuing in the grant next year (non-basic Education students only). For Basic Education students, please follow specific instructions on the shared drive. 7. The comment field is being used by the State Student Support grant and the VEA Student Success grant to log hours if less than 2. Please use an asterisk (*) and then list the time spent with the student to date (i.e., *1 hour). If you see a total of 2 hours in the comments, you may remove the comments, as the record may now exist because it has the required 2 hours of service. a. As we get closer to the end of the reporting year, you will receive a listing of all students with less than 2 hours, so that you may either reach out to them and obtain additional contact time, or remove them if you have not seen them for the required 2 hours. 8. If student is not continuing in the grant the next year the State Grant Exit Date field will populate with the most recent Exit Date from the service providers. DO NOT attempt to manually change the State Grant Exit Date field. Note: If you enter an incorrect exit date, please complete the following steps to change the state grant exit date: click on continuing in grant activity, click save. Remove the exit date at the bottom, click save. Uncheck the continuing in grant activity. Add the correct exit date, click save. 9. For Basic Education grants only: Select training outcomes from the drop downs. 10. Do not change the Report checkbox and Reason field. 11. The following fields will be used to track the Fire Training 2% training reimbursement by the Public Services area: Fire Indicator, Fire Department Code, CRN, and Program Fee. 12. Click next block icon or click on next tab. See Picture on next page. Page 15

16 Use the scroll bar at the right to see which grants are already entered orange indicates another grant Remember to Click Save Page 16

17 Contact Hours Tab: (This tab is for Basic Education clients only) NOTE: This data is populated from the Basic Education Attendance system. Do NOT enter or change any data in this form. 1. To view a student s total minutes of attendance for a given course, and converted State hours, select the CRN from the list by clicking on it. The minutes and hours for the course will appear at the bottom of the page. Page 17

18 Post-911 Override Tab: This tab used exclusively by the Financial Aid Office Grant Reporting Manual v docx Page 18