Implementation Minutes
Student Team
February 24, 2009
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Renee Roach
Attendees
Renee Roach, Linda Phillips, Frank Myers, Kelly Simon, Gayle King, Jennifer
Castricone, Zoe DuRant, Brenda Dally, Marcella Gustafson, Joyce Miranda,
LaQuita Shaw, Sherry Hendrix, Janie Harrell, Dawne Massey
Consulting Session
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
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Owner
Deadline
Sandra is asking to whom will be the trainers? Brenda
Dally will be the trainer for admissions and Frank Myers will
be the trainer for recruiting.
We converted 200920 (Spring 2009) data for recruiting and
admissions. In legacy this is listed as 2092. IQ & QZ
status was brought over for recruiting. PA, RF for Spring
2009, AD & AI for Summer 09 and beyond.
Test scores and placement scores will be included in the
data that was converted.
To use the SOA forms, you only need a general person
record, don’t have to have a recruiting or admissions form.
There are test plans on the system. Student/AR, etc. To
report who we can’t find, there is a methodology.
Sandra wants to know how our security is set up. Linda
used the template to determine who had access to what
forms.
We are looking at recruiting information first. SPAPERS
will be going away. We are looking at SPAIDEN – under
biographical in the legacy code. Frank can indicate
whether a family member has previously attended our
institution.
SPAPERS will be going away according to SANDRA.
SAADAMS – GUASYST – will determine access.
GUAPPRF – personalized menu to put the forms name up
in BANNER.
SPACMNT
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GUASYST is a really good form to find out where people
have records.
There is a field on SRARECR which will allow Frank to
enter a recruit status – such as Undetermined, good
prospect, no longer interested.
Recruit type will include class type such as Class of 2009.
We can take the ranking status off of the gap list.
ADMISSIONS - QUESTIONS
Banner bookshelf is on the main training website at the
bottom.
SPAIDEN – When we choose the option to generate an id,
can it default to a person match instead of the non-person
match? Should we also start with SPAIDEN? We can
restrict access to select the source code. Or in training
materials, we tell people that they have to go to person. A
non-person is a vendor. The source code would have to be
in the access area.
We need to pay attention since it defaults to non-person.
Come up with a recommendation and present it to the data
standards committee. It would need to be added to our
desk manuals. This is a training issue, not a IT issue. This
system is run by the functional.
Do we have to start with a SPAIDEN record?
We can create a quick flow on page 158 of the user’s guide
of the general system users guide, not the student system.
Does the zip code auto populate the county, nation to US
and area code for the phone number? We do currently ask
for a county on our application for admission but very rarely
do people fill it out. Yes – it auto populates. It will not auto
populate the area code however.
There are two sequences to the PR address. You can use
a from/to date to end the 1st in that sequence. Bad
addresses were not transferred over if there was an
indicator of returned mail.
F5 = is a go to block GTVZIPC - we need view to this form.
It includes the zip code field. County code, etc. Brenda or
at least one person needs access to that form.
We need to include a question to data standards to decide
if it would be ok to auto populate the county codes
according to the city & state? We are looking at Oklahoma
and Texas only.
We can choose source on address information to indicate
whether there is a reason for changing the address.
Data standards will want to be involved in this as well.
Right now it is whoever has maintenance to the form.
Delivery point, correction digit, carrier route all refer to rural
route addresses.
Data standards document will note where to indicate the
address etc.
Do not use telephone under address right now. Use the
telephone tab which is SPATELE. This is a stand-alone
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form. The only place for internationals to include the
international access code. We do not put dashes in the last
7 digits. There are no dashes according to the data
standards committee. The only option on ethnicity for
conversion was the old ethnicity.
Internal conversion issue – in testing, everyone that was
black came across as African American as opposed to
other ethnic origins. Data standards issue – can we
change African American to say black or????
List is included under the help menu.
What is PR error? Help, display error.
Who changes the address and phone number once a
student can enroll? Anyone.
Admission decision rules = go to student user’s manual on
banner bookshelf and go to the bottom under user guide,
open up the admissions chapter. Admissions procedures
will provide information. Most of these questions are
answered in the user manual under procedures.
SAADCSN – these are decision rules. This is a form that
everyone in admissions needs access to. How to set up
maintenance. This s form allows us to decision by different
pieces that can be built. This is for mass admission by test
scores or some other indicator.
Linda will need to ask Chase for a listing of who has access
to what forms.
Quick entry rules – SAAQKER – Brenda does not have
access to this form and she needs it. All in admissions
need access to this form as well.
SAAQUIK - there are a number of things to talk about. This
form is for those students who come in at the last minute
and wants to enroll quickly. When you create the
SAAQUICK record, it automatically creates a general
student record. The form provides the ability to bypass
credentials (transcript, act scores, immunizations, etc.).
This is an institutional decision as to whether we will allow
the SAAQUIK to be used.
Running the admissions decision SAADCRV – criteria
report – Need to enable institution acceptance and
applicant acceptance. There is a decision block on the
SAADMS record.
There is an application decision block on the SAAADMS –
decision. You can’t change the form here; you have to go
to SAADCRV.
There are some weird names in the Ma names. Alt name
had some weird information in legacy. Kelly Simon thinks
that it is coming from alt name.
SAAADMS – Sandra does not enter data in the term key
block. She recommends that we leave blank. She also
leaves blank view/current active curricula. She thinks we
should disable this box.
They can have more than one application for the same
term. Such as graduate and undergraduate. Application
preference is a sort order of how the curriculum will be
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attached to the student. There are examples in the user’s
manual which will explain this information. How to create a
duplicate item? To copy information you do record. Shift
tab will back up a couple of fields.
Duplicate item – sends off to SRASUMi – to pull information
over. In some banner forms there
Record insert then record duplicate. Then you could copy
the data from the prior term and simply change the term.
There could be an issue with invalid concentration codes
such as for the AS in Business having a concentration in
Business.
Application preferences are not required by the system.
Registration will check whether there is priority given to a
specific term. There are certain registration restrictions that
will not default to the 2nd priority level.
Financial aid will usually look at the application status to
determine when to award aid.
SUAMAIL – shows up in query mode which will show when
a letter was printed. Brenda does not have access to this
form. She will need access to this form.
Sandra thinks that SUAMAIL did not come over in the
conversion. If this is an issue, we would need to discuss as
the institution.
Communication plan did not come over, but checklist items
were converted.
Site under application – does not track to general student.
We currently utilize the location code.
SGASTDN – general student side. Brenda might want view
capability. SGASTVQ – site only, not changing capability.
The location code was converted into Campus. Campus is
under curricula which can be used for registration
restrictions.
STVADMT – admit type – Brenda does not have access to
this, but she will need it.
SAAADMS – Admit types were delivered. This might be left
off. There might need to be a readmit – bachelor code and
enter in validation table and let the IT staff know there is
another code to be mapped to in the conversion.
Linda will check on this and get back to IT.
Is there a field of data that will convert to admit type? Code
will have to be entered on the validation table and be sent
to the IT office.
Does the admissions office need to record second majors
and minors? If this is not recorded does it affect
enrollment? Or degree plan? No, it currently does not
affect the enrollment or degree audit.
The major is SGASTDQ – we all need access to this form.
All would need query (read) or maintenance (write) on this
form.
Sandra would like to see a copy of our security policy.
Need to find out whether a fee will be charged at the
SAAADMS level or not. Ninette would need to make that
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decision.
TSICSRV – a form that admissions should have query
access unless student a/r. It shows a complete list of
everything that has been paid. Will show a listing of all
charges. Registrar’s office will need access to this form as
well.
Admissions will not want to enter anything in the application
fee field until Ninette or business office confers use of this
form.
Under application checklist you can list that an application
fee has been waived and under checklist origin, you can
put specific text as needed.
Why does the school come over in Official HS Transcript?
SOAHSCH –
There are two checklist forms – there is a standalone
checklist form we can use this just to look at. SAAACKL.
SAAACHKB – Brenda will need access to this.
Checklist rules will need to be created in SAACHKB.
Brenda said they didn’t create them because not every
student is required to have a high school transcript. We
need to determine what access we need. This form is
critical for credentials.
SAACHKB – In the test database, the effective term is
200920. From this term forward these are the rules.
We are working on SAACHKB at this time setting up the
rules.
If there is a null value, it could charge twice. Be specific in
the criteria.
In standard business practice, do we want to recruit
everyone before we admit them?
Frank will need to ask Jamie if we want to create a
recruiting record by tape loads, etc. This will impact the
CRP – classroom pilot. It will show what we need to use to
test the people.
We will not be using the checklist rules in BANNER; we will
be doing it manually.
There is a cross reference table - STVSBGI – Admissions
request. If there is a checklist item, it autofeeds to the high
school form. All colleges will be CLT1, all high schools will
be HST1. Why do HST1 and CLT1 only say 1 behind it?
It’s similar to a one-up number. Banner cannot know that
you went to more than one college, when you go into the
form to enter the college, BANNER will ask you to manually
change it to CLT2.
SOAPCOL –
Get out of go to by clicking a box underneath
Deadline date – deadline for an item to be received. The
deadline date will go into the letter?
GAP – ACT scores more than 5 years old. SOATEST –
Did we convert test scores with date? Yes, in this form,
SOATEST, all the test dates will be coded. It might be the
create date.
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STVVTYP – Marcella needs to review this information of
visa.
High school ETS information.
If there are errors, please notify Linda and she will make
the updates.
Needs to create college transcript partial & final college
transcript on SOAPCOL.
We need to ensure that Financial aid knows what is
considered the official transcript (final transcript). Visit with
Chris Crandon about the forms. There can be an official
transcript that may not be final. But, we have to have a
final transcript that is official?? We need to ask Chris if we
are using the degree detail information as well.
GAP – academic standing from transfer institutions.
SHACRSE – shows all institutional courses that a student
took. SHATCKN –
SHAINST – the term course maintenance form. Where we
store end of term academic standing. Institutional
coursework only is stored here. The only place where
academic standing is stored.
SHATRNS – transfer institution number ,
SHAACST – academic standing rules; 200920 term status
00, 1 in sequence number. The only place transfer comes
in is overall.
At the end of the term, academic standing is determined.
Check with UCO to see if they deal with academic standing.
You could change the end of term standing in BANNER.
SAADMS – can put withdrawal reason on SAADMS.
Go to GUAUPRF – to show form names on banner, will
have to log out and go back in for it to work.
Room assignments – SLARDEF – baseball field 101 but
can put a different description for the schedule.
Catalog – future records will be in upper/lower case for the
catalog. All of the transcripts will be in upper/lower case as
well.
Grade mode, schedule type and instructional methodology.
Repeat indicator –
SHAGRADE – changes were already made
Catalog has to be fixed before we go to schedule.
Registration training will occur before we have R2.
Fix catalog – grade mode, repeat status, etc,
Sandra sent screen shots to Linda to look at self service
catalog and schedule. A password is not required.
When is web tailor done? This in the general users guide.
How many students will we be looking at to test the CRP?
Somewhere around 100.
Attributes may be attached to the catalog and goes into
academic history. Dwayne has a way of running something
that will help us attach attributes to the catalog and
schedule sometime after the CRP.
Attributes have to be created at catalog to b e at schedule
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and registration.
Upper division has to be entered as an attribute at catalog.
GURPDED – data dictionary for functional users.
<Topic Title>
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
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