Denise's out-of-office guide
- Denise Kidd
Summary
- 1 Gibson/services/resources/account troubleshooting
- 2 Academic calendar on our website
- 3 Student curriculum maintenance/troubleshooting
- 4 Banner access and training
- 5 Reports to help troubleshoot Banner access
- 6 FERPA training
- 7 Registrar tools access
- 8 Incident management
- 9 ServiceNow delegate instructions
- 10 Transfer articulation
- 11 Duplicate IDs
Gibson/services/resources/account troubleshooting
Action summary: Refer
Referral hierarchy: Catherine, Stephanie Davis, Colette
Academic calendar on our website
Action summary: Refer to Steph D or open a ticket
Initially refer to Stephanie Davis. If she’s not available, open a ticket.
Student curriculum maintenance/troubleshooting
Action summary: Refer
Referral hierarchy: Colette, Stephanie Davis
Banner access and training
Action summary: Refer to Colette
Banner access/training inquiries - copy and paste as a response to the caller/email.
If a caller has a question about how to find something in Banner or how to use a particular screen, anyone on our team who has experience with the screen can help the caller.
Colette can help with Banner access troubleshooting.
Reports to help troubleshoot Banner access
Action summary: Refer
Referral hierarchy: Steph D, Catherine, Colette
CognosReports (drive) > Registrar > Banner_Security > Security Report V01.01.01 with Termination Date
This report is refreshed once a week.
Does not show pages a user has access to via direct access.
Cognos Student Reporting > Team Content > TU Groups > Banner Security > drill through > see below:
Report Name | Description |
|---|---|
Report view of Security Classes Full Detail | View all users in a chosen class. |
Report View of Security Classes ObjectCount Detail | View all screens available in a chosen class. |
Report View of Security Classes UserCount Detail | View all users assigned to a chosen class. |
Report View of Security FGAC Full Detail | View all users in a chosen FGAC. |
Report View of Security FGAC TableCount Detail | View all tables available in a chosen FGAC. |
Report View of Security FGAC UserCount Detail | View all users in a chosen FGAC (duplicate with RVSFFD?) |
Report View of Security Object ClassCount Detail | View all classes in which a chosen object exists. Also provides information about the user’s access to query or update the object. |
Report View of Security Object Full Detail | View all users in a chosen object. Also indicates which class assigned to the user includes the chosen object in addition to information about the user’s access to query or update the object. |
Report View of Security Object UserCount Detail | View all users with access to a chosen object and if the users are allowed update or query access to the object. |
Report View of Security Users ClassCount Detail | View all classes assigned to a user. |
Report View of Security Users Full Detail | For a chosen user, view assigned class codes and objects. Also provides information about the user’s access to query or update the object. |
Report View of Security Users ObjectCount Detail | For a chosen user, view assigned objects. Also provides information about the user’s access to query or update the object. |
Security Users Full Detail Direct Access V01.03.01 (..drill through > detail reports) | For a chosen user, see all screens assigned as direct access. Direct access refers to access to a screen not otherwise assigned via class. |
Security Users Full Detail with FGAC (…TU Groups > Banner Security) | For a chosen user, see all assigned FGAC profiles. FGAC allows us to customize access on specific screens and/or specific populations of students |
Direct Access Detail - Active Users, Objects by Role, Classes and FGAC (…TU Groups > Banner Security) | Use this report first when calibrating access for new and existing users. We can compare assignments based on titles or what we know about a comparable user’s responsibilities. This report shows direct access screens in addition to classes and FGAC. Identify the name of the person previously in the position and look up that person to identify their direct access, classes, and FGAC. This report takes a long time to load, so I rarely use it. |
Banner List of active users (…TU Groups > Banner Security) | All users with active Banner accounts. This list does not include users with locked accounts |
FERPA training
Action summary: Refer
Referral hierarchy: Steph D, Smackin, Colette
FERPA training is required for Banner access and also for those who don’t use Banner but do need the Advisor tab and/or the Self-Service Reports tab.
The link to FERPA training for “regular” staff is in Requesting Banner access and/or training.
Affiliates and student employees/graduate assistants/interns must be set up manually. See Assigning FERPA training to a student intern or affiliate employee.
Steph D, Smackin, and Colette can check completion of FERPA training in Bridge. See https://tulaneu.atlassian.net/wiki/spaces/REGISTRAR/pages/380076034. If they aren’t available, you can open a ticket with IT or call IT to ask them to check.
Registrar tools access
Action summary: refer to Steph D
I try to handle the bulk of access requests for our tools. You may find our Managing access to Registrar tools to be a helpful guide.
Steph D can help with this while I’m out.
Incident management
Action summary: none
Any activity on tickets assigned to me will generate a notification to Colette as my designee.
ServiceNow delegate instructions
Action summary: Refer to Colette
Colette is my ServiceNow delegate when I’m out of the office. That means she receives notifications related to any INC, REQ, RITM, or TASK assigned to me. (Note: Rosa manages Affiliate Account Request TASKs, but I receive notifications for oversight purposes.)
When you receive an email with the subject "Banner Request Form - An approval is requested", check to see if a corresponding INC is open.
I do this because it makes communication with the new user easier and clearer. When I communicate directly from the request (REQ), requested item (RITM), or task (TASK), users see it as progress on their request rather than communication from me, and it’s generally overlooked.
If there’s no corresponding INC, open a ticket.
Enter the name of the person the request is for as the caller. If the user requesting is different from the person it's requested for, add them as a watcher.
Copy the FERPA training and Banner training sections from Requesting Banner access and/or training and email it to the caller via ticket.
Assign the ticket to me.
Until the request is approved, you will receive a reminder email each day. If you’re not sure if a ticket has already been opened for a given request, you can check my list. I do not approve requests until I confirm FERPA training and Banner training are both done.
If the person says the link doesn't work, it's likely because they're an affiliate/student. They'll need to be set up manually. Colette, Steph D or Smackin can set up affiliates/students and check completion.
Transfer articulation
Action summary: open a ticket
More often than not, transfer articulation requests are not urgent. Check to make sure that the caller has included an OFFICIAL transcript and a list of TU equivalent courses. Many schools have their own worksheet, but if they don’t, you can send them this one: Box > Registrar > INSTRUCTIONS, FORMS AND REFERENCES > Forms > TransferArticulationForm.xlsx
Duplicate IDs
Action summary: open a ticket
These may or may not be time-sensitive.
For each ID number include in the ticket:
Full name
Date of birth
Last 4 of SSN (if available)
TU email address (if available)
All boxes checked in GUASYST
Other references
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.