UT-Pan American Office of the Registrar Managed

UT-Pan American
Office of the Registrar
Managed Reporting (Web Focus) User Guide
V1.0
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Table of Contents`
Section A: Introduction
Overview
4
4
Section B: Banner Structure
How to get access
Access & Responsibilities
How to Log In
5
5
6
8
Section C: Day-to-Day Operations
Producing Class Size reports
Producing Cancelled Course Reports
Producing Enrollment by Major Reports
Producing Grade Distribution Reports
Producing Faculty Schedules by Department
Producing Rosters (by Instructor)
Printing a Student Schedule
9
9
12
14
16
17
18
20
Section D: Contact Information
21
Section A: Introduction
Lesson:
Overview
User guide Goal
The goal of this user guide is to provide UT
UT-Pan American faculty and staff members who have
successfully obtained access to Managed Reporting to efficiently run class size reports, faculty
schedules, student schedules, major reports and class rosters at their convenience.
Intended audience
Employees who have access to Managed Reporting
4
Section B: Banner Structure
Lesson:
How to get access
The Office of the Registrar will grant access to employees with proper documentation. Faculty or
staff members who need to run academic related reports must submit a BANNER (Student
Information System) Access Request form.
This form can be located on the Division of Business Affairs webiste as a DBA form.
Requests cannot be processed without the department head signature or the employee signature.
All forms must be submitted to the Office of the Registrar, Student Services Building-room
1.150.
5
Section B: Banner Forms
Lesson:
Access & Responsibilities
Your Access
As a general principle of access, the UTPA data (regardless of who collects or maintains it) will
be shared among those employees whose work can be done more effectively by knowledge of
such information. Although UTPA must protect the security and confidentiality of data, the
procedures allowing access to data must not improperly interfere with the efficient conduct on
UTPA business.
Access to the Student Information System (SIS) is based on a user’s job role and responsibilities.
Generally access is inquiry only, with the exception of some self service applications (Web for
Students and Web for Faculty and Advisors) which permit some update capabilities defined in a
user’s college, department, and instructional assignments. For those forms that you do have
update access, your username, and in most cases, the date the form was updated, will be recorded
when a change is made.
Your Responsibility
By law, certain data is confidential and may not be released without proper authorization. Users
must adhere to any applicable federal and state laws, UT System regulations, and UTPA policies
and procedures concerning storage, retention, use release and destruction of data.
Generally, student records are protected by the Family Rights and Privacy Act of 1974 (FERPA).
Access to these records is restricted to those with an “educational need to know” or those who
have the express consent of the student. This protection does not expire when a student leaves
the University. In addition, FERPA allows for certain information to be defined as Directory
Information. This information may be publicly released, unless the student requests
nondisclosure through the Office of the Registrar. Directory Information is outlined in the
current UTPA graduate and undergraduate catalogs. Additionally, UT System Business process
memorandum (BPM 66) protects the use of social security numbers.
6
Section B: Banner Forms
Lesson:
Access & Responsibilities
(Continued)
All institutional data, whether maintained in the central database or copied into other data
systems (e.g. personal computers) remains the property of UTPA. Access to data is not approved
for use outside of user’s official UTPA responsibility. Data will be used only for legitimate
University business. Information is not to be distributed beyond a user’s office without
authorization by the appropriate administrator or supervisor. Distribution beyond the University
requires permission of the corresponding data custodians(s). Sensitive information which resides
on desktop or portable machines should be encrypted or password protected to prevent
distribution by unauthorized persons.
Users must also protect all UTPA data from unauthorized use, disclosure, alteration, or
destruction. Users are responsible for the security, privacy and management of data within their
control. Users are responsible for all transactions occurring under their SIS account. Users are
not to loan or share their account with anyone. If it is found that a user is loaning or sharing
the access codes, or has inappropriately updated or accessed information stored on the Student
Information System, the user is subject to disciplinary action including revocation of SIS
privileges and/or termination.
7
Section B: Banner Forms
Lesson:
Step
1
2
How to Log In
Action
Log into www.utpa.edu/webfocus
Enter your assigned username and password. Click on Logon
8
Section C: Day-to-Day Operations
Lesson:
Step
1
2
Producing Class Size reports
Action
Follow log in instrucions on page 8
*Please make sure all Pop Up Blockers are disabled.
The following is an example of the screen that will appear. This is your Domain.
Your access may consist of 1 or 2 folders. One is the CB Banner PROD. The other is
your college/department folder (if applicable). The latter will have a 2 letter college
abbreviation, followed by Col (college) , your department abbreviation and Banner
PROD. *we’ll use Colleg of Business for our example.
Example: BA College MMIB Banner PROD is College of Business/Management,
marketing and Internatinal Business department.
We are using the following abbreviatios:
AH = College of Arts & Humanites
BA = College of Business Adminstration
ED = College of Education
3
HS = College of Health Sciences/Human Serivces
SB = College of Social & Behavioral Sciences
SE = College of Science and Engineering
Double click on CM Banner PROD to reveal the Registrar folder.
(other folders may appear at different times-please disregard)
4
Open the Registrar folder to reveal the following options.
5
Click on the Class Size folder
9
Section C: Day-to-Day Operations
Lesson:
Step
6
Producing Class Size reports
(Continued)
Action
Click on the Run icon on your toolbar
Make sure the RE Class Size option is highlighted as in step 5.
The following will appear
7
Choose your parameters.
8
9
10
11
12
Choose 200910 (Fall 2008) from the Enter Term options
Choose the College from the Enter College(s) Options
Choose the Department from the Enter Department options (if you cannot locate it,
choose Select All)
Choose the Subject (optional)
Click on the Run button to view the following box.
10
Section C: Day-to-Day Operations
Lesson:
Producing Class Size reports
(Continued)
Step
Action
13 Click on Open to view in Excel or you can click on Save to save the file to your computer
14 Your report will look like this:
Please Note:
Max = maximum enrollment
Avl = Available seats remaining
Start and End = are the start and end times in military time
Status = indicates whether a course is still active or has been cancelled
All reports in Managed Reporting are in real time.
11
Section C: Day-to-Day Operations
Lesson:
Producing Cancelled Course
Reports
Procedure
Follow these steps to
Step
1
2
Action
Follow the log in instructions on page 8.
*Please make sure all Pop Up Blockers are disabled.
Double click on the CM Banner PROD to reveal the Registrar folder
3
(other folders may appear at different times-please disregard)
Open the Registrar folder to locate the RE Class size-Cancelled classes report
4
Click on the Run icon on your toolbar. Make sure “RE Class size-Cancelled Classes” is
highlighted as in step 3.
5
Choose your parameters:
6
Click on the Open button to view in Excel or click on Save to save the file to your
computer.
12
Section C: Day-to-Day Operations
Lesson:
Producing Cancelled Course
Reports (Continued)
Procedure, continued
Step
8
Action
Your report will look like this:
.
All reports in Managed Reporting are in real time.
13
Section C: Day-to-Day Operations
Lesson:
Step
1
Producing Enrollment by Major
Reports
Action
2
Follow the log in instructions on page 8.
*Please make sure all Pop Up Blockers are disabled.
Double click on the CM Banner PROD to reveal the Registrar folder
3
(other folders may appear at different times-please disregard)
Open the Registrar folder to locate the RE Enrollment by Major report
4
Click on the Run icon on your toolbar. Make sure “RE Enrollment by Major” is
highlighted as in step 3.
5
Choose your parameters:
You can choose a specific classification of students or Select All to get everyone.
6
7
Click the Run button
Click on the Open button to view in Excel or click on Save to save the file to your
computer.
14
Section C: Day-to-Day Operations
Lesson:
Step
8
Producing Enrollment by Major
Reports (Continued)
Action
Your report will look like this:
*Please note: All reports in Managed Reporting are live. It a student’s major has
changed, it will reflect immediately.
Also, this report is seeking students who are enrolled for the term you have selected.
15
Section C: Day-to-Day Operations
Lesson:
Producing Grade Distribution
Reports
Procedure
Follow these steps to
Step
1
2
Action
Follow log in instructions on Page 8
*Please make sure all Pop Up Blockers are disabled
Double click on the CM Banner PROD to reveal the Registrar folder
3
(other folders may appear at different times-please disregard)
Open the Registrar folder to locate the RE Grades Distribution report
4
Click on the Run icon on your toolbar. Make sure “RE Grades Distribution” is
highlighted as in step 3.
5
6
Click the Run button
Your report will look like this:
16
Section C: Day-to-Day Operations
Lesson:
Step
1
Producing Faculty Schedules by
Department
Action
2
Follow log in instructions on Page 8
*Please make sure all Pop Up Blockers are disabled
Double click on the CM Banner PROD to reveal the Registrar folder
3
(other folders may appear at different times-please disregard)
Open the Registrar folder to locate the RE Faculty Schedule by Dept report
4
Click on the Run icon on your toolbar. Make sure “RE Faculty Schedule by Dept” is
highlighted as in step 3.
5
Choose your parameters:
6
7
Click the Run button
Your report will look like this:
To print this report, Click on Run in a new window.
Any discrepancies should be reported to the Office of the Provost.
17
Section C: Day-to-Day Operations
Lesson:
Step
1
Producing Rosters (by Instructor)
Action
2
Follow the log in instructions on page 8.
*Please make sure all Pop Up Blockers are disabled.
Double click on the CM Banner PROD to reveal the Registrar folder
3
(other folders may appear at different times-please disregard)
Open the Registrar folder to locate the “RE_ROSTER BY_INSTRUCTOR” report
4
Click on the Run icon on your toolbar. Make sure “RE ROSTER BY INSTRUCTOR”
is highlighted as in step 3.
5
Choose your parameters: Enter the current term and the instructors USERNAME.
6
7
Click the Run button
Click on the Open button to view in Excel or click on Save to save the file to your
computer.
18
Section C: Day-to-Day Operations
Lesson:
Step
8
Producing Rosters (by Instructor)
(Continued)
Action
Your report will look like this:
All courses assigned to the faculty Banner ID will be divided by tabs located at the
bottom of the Excel page.
Name, ID, student major and classification will be show up on your rosters.
19
Section C: Day-to-Day Operations
Lesson:
Step
1
6
7
Printing a Student Schedule
Action
2
Follow the log in instructions on page 8.
*Please make sure all Pop Up Blockers are disabled
Double click on the CM Banner PROD to reveal the Registrar folder
3
(other folders may appear at different times-please disregard)
Open the Registrar folder to locate the “RE_Student _Schedule” option
4
Click on the Run icon on your toolbar. Make sure “RE_Student_Schedule” is
highlighted as in step 3.
5
Choose your parameters:
Term codes are as follows:
Fall 2008 – 200910
Spring 2009 – 200920
Summer I-200930
Summer II- 200940
*First 4 digits describe the fiscal year. Last 2 digits describe the semester.
Please be sure to enter Banner student ID’s, not social security numbers.
Click the run button
The schedule will look like this: (name and ID have been blocked)
20
Section D: Contact Information
If you need assistance with any of the procedures above or have questions on the access forms,
please contact any one of the following persons:
Melinda Espinoza
Banner System Analyst III
[email protected]
extension: 7158
Linda A. Mares
Banner Business Analyst
[email protected]
extension: 2388
Roy Munoz
Computer User Services
[email protected]
extension:7933
JR Torrez
System Analyst
[email protected]
extension: 2644
21
Release Date
This workbook was last updated on February, 2009.
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