Registrar & IT Banner shared governance protocol
- Denise Kidd
I. Introduction
The Office of the University Registrar is responsible for ensuring the proper stewardship of all student data in the Banner Student module. This protocol outlines the procedures for requesting and granting access to Banner, Self-Service Reports Gibson tab, and managing access changes. The purpose of this protocol is to maintain data security and integrity while ensuring that authorized personnel can access the necessary information.
This protocol for Banner access stewardship ensures that requests are reviewed and approved by the Registrar or their designee, access is granted in compliance with the specified roles and permissions, and mandatory training is completed to maintain data security and integrity. It also establishes a process for reviewing and updating the protocol as needed to adapt to changing requirements and standards.
II. Request Process
Types of Requests
Requests for Banner access stewardship include:
a. Creation of new Banner accounts
b. Enabling the Self-Service Reports Gibson tab
c. Changes to existing Banner access (e.g., augmenting access)
Request Submission
All users requesting Banner access or modifications must submit a request through the designated ServiceNow portal.
Review and Approval
The Registrar or their designee will review all requests for Banner access. This includes requests from various university departments, such as faculty, Campus Health staff, TUPD officers, and IT personnel.
The Registrar will route any requests for Financial Aid and/or Accounts Receivable screens/classes to the respective data steward.
Tess Passey - Financial Aid
Mike Pilman - Accounts Receivable
Fulfillment of Requests
IT will fulfill approved Banner access requests as identified in the ServiceNow request.
III. Self-Service Reports Gibson Tab
Users Requiring Self-Service Reports Access
Users who do not regularly use Banner but require access to the Self-Service Reports Gibson tab must have a Banner account. Such users should be assigned the BAN_TUL_RG_ACAD_10 class.
Registrar's Review
As this is considered a new account request, it should be reviewed by the Registrar prior to set-up.
Role Assignment
Users requiring Self-Service Reports access should not be given the BANPROXY and BANJSPROXY roles to prevent them from accessing Banner through the direct link.
IV. FGAC (Fine-Grained Access Control)
Required FGACs
The Elevate FGAC is universal and only removed upon request.
BAN_TUL_SSN_MASKED_USERS FGAC
Most users require the BAN_TUL_SSN_MASKED_USERS FGAC. For users who do not need this access, the Registrar should note this in ServiceNow during the review process.
V. Training Requirements
FERPA Training
All new Banner users are required to complete FERPA training before receiving Banner access. This training is essential to ensure the responsible and ethical use of student data.
Banner Training
In addition to FERPA training, new Banner users must complete Banner training to understand the system's functionalities and features.
Self-Service Reports Access
Users who only need access to Self-Service Reports must also complete FERPA training before gaining access to student data.
VI. Review and Updates
This protocol will be reviewed periodically to ensure that it aligns with current best practices and any regulatory changes. Updates and refinements will be made as new information becomes available.
VII. Contacts
For questions or concerns related to Banner access stewardship, please contact the Office of the University Registrar.
Primary contact: Denise Kidd, dkidd@tulane.edu
ID numbers should never be released via ticket, phone, or email. Students can access their ID numbers via Gibson. Students needing ID numbers for transcript orders can enter their SSN or 9 0's in the ID number field.