Denise's out-of-office guide

Banner access and training

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.
Banner request form

Reports to help troubleshoot Banner access

CognosReports (drive) > Registrar > Banner Security
Cognos Student Reporting > Team Content > TU Groups > Banner Security > drill through > see below:

Report Name	Description
Direct Access Detail - Active Users, Objects by Role, Classes and FGAC	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.
Security Report V01.01.01	We use this report as a secondary aid in assigning roles to new and existing users. We can compare assignments based on titles or what we know about a comparable user’s responsibilities. Does not show screens with direct access.
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	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	For a chosen user, see all assigned FGAC profiles. FGAC allows us to customize access on specific screens and/or specific populations of students
Banner List of active users	All users with active Banner accounts. This list does not include users with locked accounts

FERPA training

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 /wiki/spaces/REGISTRAR/pages/133922817.

Steph D, Smackin, and Colette can check completion of FERPA training in Bridge. See /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

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

Incidents assigned to Denise
Anything else can be submitted as an incident and assigned to me. This includes duplicate IDs. Be sure to let the caller know when I’ll return to service to help them manage their expectations.

ServiceNow delegate instructions

When you receive an email with the subject "Banner Request Form - An approval is requested", open a ticket.

Why I do this

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.

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 and add yourself as a watcher in case they need any help while I'm away.

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 /wiki/spaces/REGISTRAR/pages/133922817. Colette, Steph D or Smackin can set up affiliates/students and check completion.

Transfer articulation

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

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