Implementation Minutes
Student Team
Schedule
April 7, 2009
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Renee Roach, Assistant Registrar
Attendees
Linda Phillips, Renee Roach, Janie Harrell, Sherry Hendrix, Aubree Helvey
Class Schedule
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
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Owner
Deadline
Instructional Methodology – we can break this section
down further. We are also looking at SCADETL – for corequisites and SCAPREQ – pre-requisites created at the
course catalog level, they will default down to the class
schedule. CU will need assistance from the IT staff to roll
the scripts down to the class schedule.
There are control forms that we need to look at.
SCHEDULEA – The biggest control form that crosses
modules is SOATERM. Shared with AR and FINAID.
Sandra is accessing another form – a section query form
for 200920. Query count hits will either take to another
form or go to the bottom and tell the approximate number of
sections. CRN numbers were created to match what we
currently have in legacy. We have different numbers
depending on what the session is such as (1st 8, 2nd 8, 16,
etc). Our courses are not sequential. They are not between
1 & 8000; they are assigned according to the “part of term”.
Functionals can set what the CRN number will be.
Because we loaded something from a previous term, a
number was included in the form.
Question from Linda: Do we have the option to continue to
use the CRN numbering that we currently use in Legacy or
do we have to start with 1 and go from there. It is a one-up
sequence number that is attached when created in
BANNER. Banner has a roll process that asks if we want to
use the same CRN number from Fall schedule to Fall
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schedule. If we can answer the question as yes, use the
one that was created in the corresponding semester last
year. When we go to enter the new term in Banner, a one
up number will be used in BANNER. In past
implementations, Sandra has never used the prior CRN
number before implementation. Sandra says Duane can
enter our CRN’s right into the field. Functionals may not
overwrite the CRN number. Sandra’s first answer is that
no, we cannot use a previous CRN number.
The roll process says – do we want to use the same CRN
as the previous term (Fall 2010 to Spring 2011). Process
will ask if we want to roll the CRN or use a one-up number.
It will go to SOATERM and use the first number for the
spring term (Ex. 20000) and the next term used will be
20001). If we choose not to use the Banner roll process,
when we create new sections for the term, SOATERM
number will still have to be there. Banner will automatically
create the CRN for us. Once we go live, we do not extract
from Legacy.
If schedule is extracted and loaded again – IT has the
choice to use legacy CRN or one-up number. Dawne does
believe that there will be a second extract of the schedule
for Fall 2009. The current extract is under 200920 (which is
a real spring extract). We thought if we load Fall 2009 we
would be able to roll Fall 2010 and not have to manually
enter the fall schedule once we go live in BANNER. If we
do a second extract, Sandra recommends that we do not
use the legacy CRN. We set the number and then do not
make any adjustments for that in the future.
Sandra recommends to Duane to use the one-up number
for any additional extracts in the future.
Prior to building any of the class sections, we need to
ensure that we have the CRN number is updated in
SOATERM. Fall will start with 10, Spring with 20, Summer
with 30. It has to be in SOATERM prior to the first section
being created in schedule.
We share the SOATERM with the AR group. Refunding will
be set up in this block as well. There is some web selfservice functionality here. If Luminis comes in, this section
will be enabled.
Will we allow in progress courses to meet pre=requisites.
Do we want to calculate time status dynamically or just
when the clearinghouse file is due in. Do we want
attempted hours to be included in the determination of
classification (freshman, jr, so, sr). Hold password, specific
to INB – whoever comes in to the internet native forms and
has a hold that cant register would have to know the
password to access the form. Re-admit – what is the
overall readmit term going to be used to say – if you haven’t
been registered since Fall 2008, you have to be readmitted
(we currently use 1 year). Registration error checking –
duplicates, links, co-req, pre-req, min, max, time. At
section – is approval, capacity, field of study, classification,
college, holds, etc.
If department is checked at registration and does not have
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the department listed, the student cannot register if they are
not in the dept indicated. Good example of this will be
OU/nursing students so that no others may register. Prereq does not use field of study. This will default to the
general student record according to the curriculum chosen.
Ex: only accounting majors may register for a particular
section. If student does not have the curriculum rule set up,
they cannot enroll.
Process web controls. Class option change controls –
never have these enabled.
Base part of term – Part of term and web registration
controls. In mass, we can set up in part of term in
extension date to turn incomplete grades by a specific time
under part of term and registration controls. We will want to
enter – it will not show up for faculty, field to be pulled from
when sending letters. It will show up academic history in
internet native banner.
Number of weeks on base part of term means that when we
create a section, there is a calculation that will indicate the
number hours a week that the course must meet. When we
are trying to calculate the numbers of hours that are in a
session (16 weeks at 3 hours divided by the number of
students) it would indicate the actual number of hours the
instructor is actually teaching the course. Used for faculty
load. Duration is also used to calculate the percent of days
in the session (this is for those courses that meet over the
course of 12 weeks, but may only meet 3 times).
We will set up web registration dates. Section override will
allow override for start and end date for the section. When
creating sections and we indicate 16, it will automatically
populate the start/end date at the creation of the section.
SSAMATX – will show when and where the course will
typically meet – beg/end dates. Also will show which rooms
are used and can also show which rooms are empty.
We can extract the data in an excel spreadsheet. We can
grant access to read/query to fac/staff. Use Extract data no
key – hold down control key before striking the extract data
no key extracted to a CSV and open – have to save off to
an excel spreadsheet. They have to be in INB, not SSB.
Exit from that point and clear the query and it will let you
search on building. Can’t do multiple buildings, will have to
clear it out. Do not allow the faculty to create a full query
across all building. They will have to do multiple searches.
We could search on subject code.
Schedule exclusion - times at when there are no classes
that meet. We want to know when the class is not meeting
– not being held. SSAEXCL – is done by part of term.
There is a methodology for default schedule exclusions
(found on the options menu at SSAEXCL. Prior to going
live, we want to include all the breaks, it excludes the days
from the calculation of expected completion for the course.
Used for faculty load contract – based on the number of
weeks, start/end and duration; the number of hours the
instructor really taught the class. For example, the 4 day
week (classes that meet Friday and Saturday) - have to
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create every day within the part of term for each day that
class will not be held. If some classes will be meeting, but
some are not, the restriction would need to be made by part
of term. We currently do not use faculty load. There are 510 examples of how the exclusions are used on page 42 of
the user’s manual if we need to see other examples. We
need to check with Tom Sutherlin on whether we will be
using the faculty load option in BANNER.
SOAWLTC – automated waitlist term control. The course
will be allowed to waitlist. We say in defaults that we allow
24 hours for the student to register for the waitlisted class.
Notify out in self-service (Luminis) that someone dropped it
and the next person is on the waitlist. How do we want to
let someone know that the course is now available? This
will be sent via email or a letter. Email is linked to Luminis
and is one of those pages that come through Luminis, not
an email to personal account, but will flash to Luminis. For
an email channel. If email channel is not used in Luminis,
this will be an issue. We want to make sure we set up this
information in Luminis so that INB will trigger the waitlist
option in Luminis. We could override this and have it go to
the email that we have on file. This is a notification sent
directly to Luminis including the text that we have specified
to be sent.
We want to ask if a workflow can be created to
automatically to email. We can send to the Cameron email
accounts. It is an either/or type thing.
We have the ability when setting up who created class
schedule that says we can set up a user id that allows only
this user to create class sections for this campus.
We can create a specific user for Duncan – to have
maintenance access to the SSASECT. The only class they
could create would be if they include the campus of
Duncan. We will probably not be breaking out the
capability to create class schedule by campus at this time.
Maybe in the future. GUAIDEN form.
Academic Calendar rule – set up census dates based upon
calendar type. SSAACRL – if we want to use/calculate a
different number of census days. Typical for continuing
education courses. This may be where we want to set up a
calendar type that will stipulate the number of days. It is
not used by faculty work load. We would go outside our
standard parts of terms. This can impact refunding.
SOACALD – we can set up attributes based on campus any types of identifiers other than days that we have to
identify a particular day of the academic year? Sandra
says that this is where we could put our exclusions. State
or local reporting. Census day would be the only day we
can think of that would fit into this category. Specific to
organization and may be used for reporting requirements.
SSASECQ – Search schedule
SSASECT – Course title will be sent as upper/lower with
next extract. Appears section has a space in front of it - 01.
Could be problematic. Dawne will check into this
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SCHEDXLST – Use for any classes that meet at the same
time in the same room would enter the class information for
both classes. The maximum enrollment would be set to
include enrollment in both classes.
If we want to limit who can enroll in a particular class based
on campus, must be filled in on the student record. This is
completed at the time of application for admission.
Make all statuses pending, create report for departments,
they redline changes and we make changes in Banner and
change status to active.
Departments can see classes in SSB, but can’t make
changes. Would still have to produce some type of
document to send back to Registrar’s Office.
If the class is full (closed) in INB if you tried to enroll an
error message will appear that says the class is closed.
Can’t change the status as long as students are enrolled.
Have to drop students first, and then change status.
Meeting times, faculty, drop/add before status is changed.
SSRSECT – To create class schedule for entire semester.
Can’t be downloaded to EXCEL. Maybe write a report in
COGNOS. Delivered class schedule is not great.
Schedule type is lecture/lab, etc. Instructional mode should
be online, itv, etc. This was loaded incorrectly with round 1
of conversion. Will be corrected in round 2.
Do we want to leave instructional method blank on catalog
and then we can enter it as schedule is created?
Grade mode - Only one grading option at catalog, it is
standard. ???
Session – Identifier to help narrow down classes to further
clarify parts of term. STVSESS (weekend, evening, day)
this could be used to identify our night classes, first 8weeks, 2nd 8 weeks, etc. Linda, update STVSESS.
Special approval - STVSAPR needs to be updated, Linda.
Used to make approval required by chair, dean, and
instructor.
Get with Sandra about other pre-reqs she needs to enter.
If we use open learning, part-of-term is not used. Can used
open learning with traditional. Duration is used for this.
Bypasses part of term. Fees and refunds would be set up
differently. Fin. Aid would need to be included in discussion.
Informed Sandra we would not be using open learning now;
maybe in the future.
We created individual courses at the catalog level for
variable level courses. CJ 4591-3. Could have used credit
hours on SSASECT to control this.
Link identifier – Page 5-29 of the banner user’s manual
which will provide a great visual on how it has to be
created. B1 & 1B are the examples of the link identifier. We
enter the direct opposite of what we created. She is
referring to SSADETL - and we have to link the 7033 to the
1B. To link the lab to the class, we have to reverse the
lettering.
When we test registration, if the course has not registered
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for courses that were linked, they will get an error message
and cannot get out of self service registration without
registering for a linked course. The lecture has a code (B1)
at SSASECT; the lab has the opposite at SSASECT (1B)
for all of the labs. When into SSADETL, the lecture has
(1B) and the lab has (B1).
Attendance methodology – not required, but there is ability
to set up one. Most schools do not use this field.
Weekly contact & daily contact hours is attached to
Attendance method, we will not use.
Are there sections of courses that we do not want to print
on the class schedule? Yes – independent study, etc, we
will want to disable the print indicator. It defaults to print.
Are there sections that are not gradable? Yes – labs are
non gradable, we simply disable the flag.
Are we creating tuition/fees where we create at the section?
Yes, enable the flag if we are going to create fees at the
section level. This will impact student AR.
Do we have sections that we don’t want to show in self
service??? Like OU/Nursing? Yes – we would turn off
voice response and self-service available.
CAPP areas for pre-requisites – this is where we could use
for 21 hours of accounting needed for ACCT 4413.
We do not have to use the CAPP areas for prerequisite
checking.
Do we set up how many students we will allow for waitlist?
We are thinking that we will begin using this. The projected
field is a typical enrollment that will roll from one semester
to the next. This is used to try to project revenue. We do
not currently utilize this type of information.
We can reserve seats by any of the provided attributes.
We can choose registration restrictions as listed. For
example: I want to reserve 5 spaces for this one particular
major.
Honors courses can be restricted by attributes.
STVMEET – If we use a meeting time of 01 (which was
preset to 8-8:50) we won’t have to manually enter the entire
course. Linda is going to start creating the STVMEET.
Linda needs to send email to Sandra asking for a complete
listing of codes that was delivered.
Meeting dates on SSASECT are auto filled from part of
term. Session indicator will allow entering a multiple sets of
dates with different instructors.
Linking at the section as opposed to creating a co-requisite.
System does not automatically find the co-requisite.
Section Fees – this could be separated for Reach Higher
students. We would want to remember to visit with Doreen.
Degree program attributes –
Task to complete – look at STVATTR – to make sure these
are not grade mode/type specific. These are not correct.
Contract and block scheduling information – we could
create a block schedule and put the name on the various
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sections that are required by the block. We could list the
courses that we want included in the particular enrollment
period.
SSARRES – includes department, do not exclude, include
– if exclude, it will look at everyone who doesn’t have it.
SSAPREQ – create standard (not CAPP area pre-req) we
would have to attach in this block of information. If we
enter something in the CAPP area pre=req, have to go
back to SSASECT and indicate that we do have a pre=req
that is using the Capp area box.
First we have to name in SMAALIB – area library: see
below so that the person will see the description
immediately below. SMAAREA - have to make sure that
the course it active at that point. Linda has an email on
how to set this up in the system. The logic for the set and
subset is included in the user’s manual. It will use Boolean
logic.
SSACLBD – section labor distribution form specifically for
adjunct faculty. (Tom Sutherlin)
SSAWSEC – section web controls. Have to flip the
indicators at the section. We will probably not do anything
here.
SSASECQ – schedule section query; can set up so that we
can extract and provide for the faculty.
SSIRESV – section restrictions
SSAEVAL – evaluation of section. If we want people who
have access to INB, a person could see the questions and
the data provided by the evaluation.
GUASRVY – create a survey and will pop up on the web.
Types of questions. We could possible use this for exit
interviews??? General user’s manual and general web
management workbook to create these types of surveys.
SSAOVRR – schedule override form; override the particular
college, division, department or taxonomy of program. Is
there a way to mass drop/add sections YES!! A big yaay for
us.
SSAACCL – schedule calendar; this is typically for
continuing education.
SSARULE – is used for open learning only. We will not be
using this section.
SSASYLB – this is where we will put the long title if needed.
If we choose the learning objectives, we can indicate the
required objectives. Sandra has not received any
information as far as Banner being able to store the book
information. This is where the book information will have to
be stored. Sandra will have to get a definite answer on this
one. At Summit, Dawne says this is the field where the
information will have to be stored.
Using workbook – day to day operations, begins on page
95 and create a class section. Sandra will go in and create
and step away and come back to see if we have any
problems.
1. SSASECT – put add in CRN, pop up box comes up will
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create multiple sections of same section and course
number (For example ENGL 1113). SSASECQ 5525
section number already created. Click on process the
default and all we have to do is go in and create a new
section. New number is 200013 – includes enrollment,
reserve seating, Will not bring over meeting times or
instructor (we will enter that portion). 20013 – SSADETL –
there was an attribute (liberal arts). What type of
information?
2. Section may be 3 CHAR
3. Main campus
4. Online or regular
5. Instructional method
6. Integrated partner
7. Grade mode
8. Special approval
9. Make sure and save the information we have entered
and the one up number will show up
10. Next block
11. 30 for maximum
12. No projection on enrollment
13. No reserving seats
14. Fill out meeting dates and time
15. Instructor (search) can select by any type of indicator.
16. Options (faculty schedule) will show time conflicts such
as our ITV classes – we can allow this by enabling the
override indicator on the meeting dates field on
SSASECT.
17. SSAPREQ- make sure it is located there
18. SSARRES – registration restriction such as junior
standing (class restriction).
We worked on the CRP for a while. Sandra came back at 3:35 p.m.
Overrides at registration are what we are going to.
Registration/REGCONTROL/SFAROVR – registration permit
overrides. If we select all – then they can override all restrictions.
A singular permit may be created as well such as just overriding
special approval. Save the changes. Go to SFASRPO – and give
person the right to override the special approval for a specific term.
You simply pull up the persons ID and add the approval. You can
assign the override to a particular person in BANNER which will
allow registration. Right now
Curriculum rule for Brenda – email from Linda requesting
information for Brenda. Could not pull up any base curriculum
rules. Information
The first record they created was active but not current. They
inactivated the first record. Then created a new record now stating
the student is AASCRJC – put cursor over update – copied
curriculum and makes it inactive, inserts blank curriculum to add.
There is a drop down on program that provides and options list, use
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the base curriculum rules by program. Base curriculum rules by
Program will come up and she will change it there to the new
program and hit “SAVE”. She thinks you might not have been
striking base curriculum rules by program. Sandra changed the
curriculum, curricula, replace and selected the base curriculum
option.
They might check that security has been revoked to SOACURR.
After changes there are 5 records. She thinks they were nondestructive though.
<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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