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Rolling class scheduling data in Banner (SSRROLL)

Rolling class scheduling data in Banner (SSRROLL)

Overview

Preparing the class scheduling data for the next upcoming term includes the Banner roll process (or SSRROLL), which involves the Registrar’s Office and IT.

This process occurs after the Call for Parts of Term (by about a week, to allow Stephanie Davis to input any late submissions) but before the Call for Classes (by about a week, to also allow the Class Scheduling team to prepare the wording/ attachments for the ticket communication).

The class scheduling data for that future term must be rolled in Banner from the previous like term (example: Spring 2025 to Spring 2026). All parts of term for that future term must be already entered in Banner (during Term Configuration) so that the previous term’s data has a place to roll to in the future term (and so that any new classes planned for a new part of term also have a place).

 

Terms that are rolled:

  • The terms that use the roll process are Fall (20XX30) and Spring (20XX10), which are considered standard terms.

  • The terms that do not use the roll process are Summer (20XX20), which is newly created every year, and year-long (20XX40), which is not widely used.

 

Approximate dates that the roll process is done:

  • The Fall term is rolled in November.

  • The Spring term is rolled in June.

Link to CLSS timelines
Class Scheduling Timelines & Resources | Tulane University - Office of the University Registrar > Timelines

 

Process overview:

  • Open a service-now ticket with Joe Van Meter. Confirm a week that he is available.

    • Past ticket examples can be found in the Registrar service-now tickets, with a Short Description of “SSRROLL 202XX0,” the Caller as Joe, and the Assigned To as Meredith Lapre.

  • Update the SSRROLL report. Attach it in a ticket response to Joe, and ask him to start the roll (a Banner job).

  • The report also asks for additional work on the rolled data: Joe should run a script to make all rolled data invisible.

  • When Joe alerts you that he has completed this, check the data it to be sure it complies with the report conditions. (See Sources to test the rolled data, below).

  • If there are errors, alert Joe and re-roll. If there are no errors, Joe is done.
    TIP: Once the data looks good, run an active sections report in Cognos. Then you have a record of the data right after the roll (in case data disappears later and you want to confirm it rolled originally).

  • Create the term (instance) in CLSS. The Banner data should then import to CLSS automatically. (Note: During the Spring cycle, create the Summer instance in CLSS as well, even though it isn’t rolled. You never need to create a Year-Long instance.)

  • Now the data is ready in CLSS, and you can send the Call for Classes.

Class scheduling data that’s rolled (and not purged): *

All of the class scheduling data will be rolled, but some of it will be purged based on the SSRROLL report.

Purged data generally includes:

  • Meeting patterns

  • Instructors

  • Classroom assignments

  • Sections using the part of term Special Offering

  • Sections with the course attribute RVCT (Special Topics) - some exceptions

 

The report also asks which of two sources (catalog/ course-level vs. schedule/ section-level) some data values should be rolled from. Course level (C) is almost always used instead of section level (S) for rolled data. Some data values are not rolled (or we don’t use them in Banner) and are listed on the report as No (N).

 

Some general exceptions to the purged data: *

  • Any Medical School data (none of this is purged). Med sections are reported on by their part of term (any MD* code).

  • Study Abroad courses (5380 and 5390)


* See a term’s SSRROLL Report for full conditions of rolling/ purging data.

 

Sources to test the rolled data:
You can use the sources listed below, then document the results on a spreadsheet. Past spreadsheets can usually be found in Box > Registrar > Class Schedule > [Term] > SSRROLL > [Term] Roll to Banner Checklist. These spreadsheets offer some guidance on how to check various data (since different sources work better for different data fields).

  • Banner Prod > SSASECT and SSASECQ (query screen for SSASECT)

  • Cognos > Active Sections report

  • CLSS filters (can apply conditions; example: Sections with attribute RVCT but not RPS, or sections with schedule type HTH,IND,INT but not 0 sections)

  • Banner table dumps from Joe

 

Importing into CLSS:

Admin tools > Instances

Make sure the future instance is in the phase “Registrar Pre-Plan” (Phase Management screen) until you send the Call for Classes; otherwise, schedulers can start editing the data (which may not be bad, unless there are new rules that will be in the Call). You can also not include it in the “Landing Page” list until you’re ready to send the Call for Classes.

 

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