Managing Professional Development Pages in Banner

Banner Pages development Administrative

< !!! INTERNAL USE ONLY !!! >
Not for distribution directly to end user

Overview

Pages in banner are what the user would interact with when trying to make changes to or get certain records as needed. This article will focus on Professional development Administrative Pages, on how to navigate through its tools and getting access to all it offers.

Audience

ITS Staff

Tools and Processes

Navigation Terms

NEXT BLOCK:

Performing a Next Block can be completed by selecting the down arrow in the bottom left corner of the page or select “alt+pg dn” on the keyboard.

Professional Development Administrative Pages

STVTERM-Termode Validation: This table stores the Term information for each term used within Banner. Professional Development Terms are defined as the Calendar Year + “01” (example: 202301). It includes the start date, end date, type, academic year (9999), and housing start and end dates. The Registrar’s office sets up the terms within this table. Contact the Registrar if the Professional Development Term is not created.

SOATERM – Term Control : This page defines the new Professional Development term, part of terms available to use within the term, and the starting CRN number for the term. It is recommended that the CRN starts at 30001 one year, 32001 for the second year, 30001 for the third year, and so on.

1. Enter the new Professional Development Term in the Term field.

a. If the term hasn’t been built yet, then enter the previous year’s Professional Development Term in the Copy From Term field and then select the Copy button.

b. If the term settings need to be reviewed, then leave the other fields blank and select the Go button

2. When copying the previous term, the fields will be pre-populated with the prior term information. Review the information under the Registration tab and Part of Term and Web Registration Controls tab.

Registration Tab:

a. Enter the starting CRN number for the term.

b. In Progress and Permit boxes are checked.

c. Hold Password is filled in.

d. Original Charge is filled in.

e. Master Web Term Control is checked

Part of Term and Web Registration Controls

a. All Part of Terms are listed with appropriate Start and End dates.

b. Web Registration Dates

i. Start Date should be October 1 of the previous term

ii. End Date should be December 31 of the new term calendar year

3. Select the Save button

SFAESTS – Enrollment Status Control Form: The Enrollment Status Control Form defines the Enrollment Status dates specific to the term. This is required for users to register for a course within the term. This step only needs to be completed prior to activating the new Professional Development Term. It should be completed in October prior to the new term.

1. Enter the New Term in the Term field and enter the current term in the Copy From Term field. Select the Copy button.

a. If needing to review the current term’s enrollment status dates, leave the Copy From Term field BLANK and select the Go button.

2. Confirm that EL is listed under the Status field with dates entered in the Start and End Date. .Select the Save button

SFARSTS – Course Registration Status Form: The Course Registration Status Form is used to create the registration options for every Part of Term within a term. This only needs to be completed when activating the new Professional Development Term. It should be completed in October prior to the new term

1. Enter the New Term in the term field, the Part of Term code that is being setup for the new term in the Part of Term field, and the current term in the Copy From Term field. Select the Copy button.

a. If reviewing/confirming registration options for a part of term, leave the Copy from Term field BLANK and select the Go button

2. The following Status codes should be listed under the Status column within the Course Registration Status Dates section.

a. RE - **Registered**

b. RW - **Web Registered**

c. ZA - *Registered* Staff Dev FlexReg

d. ZD - *Drop* Prof Staff Dev

3. Select the save button

SFRACTLG – FlexReg (QuickReg) Catalog Rules Form : The primary Professional Development Catalog is defined as PDO within Banner. The QuickReg link for the PD catalog is

PD Catalog , Some PD groups share individual catalogs. Those areas will need to individually include the PD term in those catalogs. SFRACTLG is used to add the new Professional Development term to QuickReg so that employees can view and register for courses.

1. Enter PDO into the Catalog field. Select the Go button.

2. Select the Schedule tab. Under the Term section, select Insert and then enter the new PD term (ex. 202401) in the blank field under the Term column. Select the Save button

Course Creation and Management Pages

SCACRSE – Basic Course Information: This page is where course information is created within Banner. This needs to be setup to create a course within SSASECT (Section page).
1. Enter the four-digit subject code in the Subject field (ex. EHRC, TSCS, CETL), the current term that the course will be used in the Term field, and the course number that will be used in the Course field. The Course number is determined by each department and should follow department procedures for maintaining and managing course numbers. Select the Go button

2. Complete the following fields: a. Course Title – create the title for the course. b. College – Enter 00. c. Department – Enter the designated department code i. Ex. ZHRC is HR, ZTSC is Technology Services, ZITC is Online Learning. These are defined in STVDEPT and created by the Registrar’s office. d. Status – Enter A. e. Tuition Waiver – Select the check box. f. CEU or Credit Hours – Enter 0. Select None under None/Or/To field. g. Billing Hours – Enter 0. Select None under None/Or/To field.

3. Select Next Block. 4. Under the Course Level, Level field, enter ZD.

5. Select Next Block. 6. Under Grade Modes, Grade Mode, enter Y. Select Default under the Default column

7. Select Next Block. 8. Under Schedule Type, Schedule, enter C. Select the Save button to create and save the course.
SCADETL – Course Detail Information
1. Enter the Subject code in the subject field, the current Term that will use the course description, the Course Number in the Course Number field, and then select the Go button.

2. Select the Course Description tab. In the Description field, enter the course description for the course. Select the Save button. NOTE: Formatting of the description and special characters may appear if copying/pasting from a Word document. When copying/pasting, first put the text in Notepad to copy it as plaintext. This will remove any formatting and hidden special characters.

Course Section Creation and Management

SSASECT – Schedule
1. Enter Term in Term field. 2. Select Create CRN button. ADD will appear as value next to the CRN field and the Course Section Information page will appear.
Course Section Information
1. Required Fields a. Subject – Defined in STVSUBJ i. Ex. TSCS, CETL, EHRC b. Course Number – Defined from SCACRSE c. Title – will auto-populate based on the Subject/Course Number d. Section (your choice) i. Ex. 1C1 (first time course offered at Catonsville in January) e. Campus (where course will be held) i. Ex. C, D, E, O, W f. Status i. A is Active ii. C is Cancelled g. Schedule Type i. Ex. C for Lecture/Lab h. Part of Term i. PD1 – Should ONLY be used if you want employees to be able to register after the start date. Courses will continue to show in QuickReg until the course is graded and rolled. ii. XXJ – Each Professional Development Area has their own set of Part of Terms. The first two letters are associated with the Professional Development Area (TS is Technical Services, HR is Human Resources, etc.). The third letter is associated with the quarter of the year. 1. XXJ – Jan – March 2. XXA – April – June 3. XXU – July – September 4. XXO – October - December 2. Optional Fields a. Instructional Method i. Ex. C is In-Class b. Integration Partner i. This field should ONLY be used if your department has already built out the organization structure within the LMS through Online Learning. Once that is confirmed, this field will determine whether a course shell is created in the LMS. 1. Ex. BRTSP will define the course should be created in Brightspace c. Grade Mode (if multiple grade modes are defined for the course) i. Ex. Y for YP/YN Grading

3. Select the Save button located in the bottom right corner.

4. Select the Section Enrollment Information tab at the top of the page.
Section Enrollment Information – Enrollment Details
1. Enter the maximum number of people that can register for the course. 2. Select the Save button located in the bottom right corner.

3. Select the Meeting Times and Instructor tab at the top of the page.
Meeting Times and Instructor
1. Required Fields a. Start Date b. End Date c. Start Time (note military time format HHMM) i. Ex. 0900 for 9am; 1300 for 1pm d. End Time (note military time format HHMM) i. Ex. 0900 for 9am; 1300 for 1pm e. Session Indicator – enter 01. Form will automatically navigate to the next section. f. Schedule Type – This is the same letter used in the Course Section Information. i. Ex. C for Lecture/Lab g. Hours per Week – this will auto-populate if Start Time and End Time are entered already 2. Optional Fields a. Building i. Ex. C.CLLB is used for Catonsville, Classroom & Laboratory Building ii. Online/virtual courses can be marked with WWW or left blank. b. Room i. Ex. 114 would be the room number within the building where the course is held.

3. Select the Save button located in the bottom right corner.
Instructor
1. Perform Next Block or select the Session Indicator under the Instructor Tab. 2. Required Fields: a. Session Indicator – enter 01 b. ID – enter the CCBC ID number of the instructor for the course c. Name – this will auto-populate based on the ID number entered. 3. If multiple people are assigned as instructors, then select the Insert button in the upper righthand corner of the Instructor Section. Enter the Session Indicator and ID number for the additional person(s). 4. Select the Save button located in the bottom right corner.
SSATEXT – Section Comment: This page is where specific section details can be added related to a course section. This will show up in QuickReg as the section course details when employees are registering
1. Enter the Term in the Term field and the CRN of the course in the CRN field. Select the Go button

2. Enter the description that should be included for the course section under the Section Long Text section. Select the Save button.
SFASLST – Class Roster
1. Enter Term and CRN in the appropriate fields. If the course needs to also be rolled, check the box next to Roll. Select the Go button.

2. Under the Final Grade column, enter the appropriate grade for each person. a. Ex. YP is for Present and YN is for Not Present 3. If the course is also going to be rolled, confirm that the checkbox at the top of the page is checked next to Roll. 4. Select the Save button in the bottom right-hand corner

Course Registration and Administrative Pages

SFAMREG – Registration Mass Entry	Image goes here
1. Under the Search tab, confirm the Registration Term is the current PD term (202301, 202401, etc.
Mass Register Step - use this step to mass ADD users to a CRN.
2a. Select the Update Tab. Under the Registration Course Add Values, enter the CRN of the course that you are wanting to mass register employees. Hit the Tab button to auto-populate the rest of the fields in the section
Mass Drop Step - use this step to mass DROP users already in a CRN.
2b. Select the Update Tab. Under the Registration Course Drop Values, enter the CRN of the course that you are wanting to mass drop employees. Hit the Tab button to auto-populate the rest of the fields in the section. In the Registration Status field, enter ZD.

3. Select the Results tab. You will receive notifications that there were no records retrieved. 4. Select the Insert button under the Results Detail section for the number of people that will be added to the course

5. Select the first blank field under the ID column. Enter the CCBC ID (900/901 number) for the employee. The name field will be auto populated based on the CCBC ID number field. Continue this step until you have added in all the employees that need to be registered

6. Once all of the employees are listed, select: a. the Select All radio button next to the Results under the Results Section. b. The Submit checkbox under the Submission Section. c. Select the Save button in the lower right-hand corner.

7. The results of the mass registration will appear in the Update Results column. You can select the header to sort. Successful registration will be identified with a Yes. If there are any No rows, then you can select the Message column for that row to view the reason
Failed Update Results Messages: The two common messages that cause a registration to fail for an employee are either a time conflict with another CRN or the employee is not eligible to register as a learner.
Learner is Not Eligible to Register 1. When an employee is not identified as a learner for Professional Development courses, the message during registration will state “Learner is not eligible to register.”

2. The employee will need to be added as a learner for Professional Development courses through SAAQUIK (Quick Entry). Please follow the instructions under the SAAQUIK section.

Time conflict with CRN 1. When an employee is already registered for another course during the same time, the message will state “Error on CRN XXXXX – Time conflict with CRN YYYYY.” The first CRN is the CRN attempting to register the employee for and the second CRN is the course the employee is already registered for 2. Review the course information that the employee is registered for using SFAREGS. If there is no issue with registering the employee for the course while they are already registered for another course, then follow the instructions under the Override Registration section within SFAREGS
SFAREGS – Student Course Registration : This form page is used when registering individual employees for a Professional Development course
1. When first going to SFAREGS, the Student System Distribution Initialization page will appear. Close that page by selecting the X icon in the upper left corner.

2. Enter the Term in the Term Field and then enter the CCBC ID number in the ID field of the employee being registered. Select the Go button

3. Move to the Course Information section by selecting the Next Section button in the bottom left corner or pressing “alt + page down” on the keyboard

4. If there are already courses listed under the Course Information section, then select the Insert button to add a new row. Enter the CRN in the CRN field of the course the employee is being registered for. Press the Tab key to populate the course information in the rest of the fields.

5. Select the Save button. The page will move to the Enrollment Totals section. Select the Save button a second time

6. A green confirmation box will appear in the upper right corner confirming the person is registered
Override Registration : Sometimes there may be a reason to allow an employee to be registered for multiple CRN’s that run during the same time. When there is a time conflict, an Override needs to be identified for one of the CRN’s in order to register the employee.
1. After entering the CRN in the Course Information Section and selecting Save, an error message will appear identifying the conflict. 2. Go back to the Course Section and under the Override column for the CRN that is being added, select the field and choose Yes from the dropdown menu. 3. Select the Save button. The page will move to the Enrollment Totals section. Select the Save button a second time
SAAQUIK – Quick Entry :The Quick Entry page (SAAQUIK) is used to assign an employee a ZD record (Professional Development) under their learner status. This is required for employees to register for Professional Development courses.
1. Enter the CCBC ID in the ID Field, the current Professional Development term in the Term field, and ZD in the level field. Select Go

2. A Blue notification will appear in the upper right corner stating Defaulting values from Quick Entry Rules Form. Select OK. The form will populate automatically.

3. Confirm the fields were populated and then select the Save button. A Red notification box will appear in the upper right corner stating Warning: Curriculum, Base Curriculum Invalid. Select the OK button.

4. A Green notification will appear in the upper right corner confirming that the record was saved successfully. If additional employees need to have a ZD record added, select the Bell in the upper right corner to close the notification box and select the Start Over button