BANNER TO ACCESS TRAINING MANUAL

1. BANNER TO ACCESS TRAINING MANUAL Created by Robin McGrath April 2006

2. Create a new blank Database in Access. Name the database Student_data

3. Click on File from the menu line, Get External Data, and Link Tables. (Always link when using views or large tables.)

4. In the Files of Type box at the bottom of the screen, use the vertical scroll bar to move down and then select ODBC Databases

5. When the Select Data Source box appears, Click on the Machine Data Source tab. Select bannerprod and click on OK.

6. Logon to Oracle with your Banner user name and password

7. Scroll down the tables in Banner until you find BANINST1.SOUOA-STUDENT-LABELS1. Highlight and click on OK. (Tables that start with “SOUOA” were created in house.)

8. Click on Cancel when this screen appears. Later, when you create your query you can identify unique records.

9. The new table is listed with a link symbol. DO NOT open this table! Banner tables are very large and could take a long time to open from the Banner Server. Instead, complete the following instructions to create a query to make a table on your desktop.

10. Click on the Queries button from the box on the left side to make a Table Query. Double click on Create query in Design View.

11. Highlight the BANINST1_SOUOA_STUDENT_ LABELS1 Table and click on Add to move the table to the top pane of the query. Click on Close.

12. You can look at the available fields in the table by using the scroll bar.

13. These are the fields in this table to choose from:

14. For this exercise, double-click on the following fields: PIDM_key, ID, Term_Code_key, Last_Name, First_Name, Deceased_IND, Confidentiality_IND, Street 1_Line1, Street1_Line2, City1, Stat_Code1, Zip1, Goremal_Emal_Code NOTE: The G# is in the ID field. Street1_Line2 is for the 2nd address lines that contain apartment #’s or unit #’s, etc. You can further define your query by using other fields from the table, i.e., level or major. See page 13.

15. Add the following criteria under each of the fields shown below. The Term_Code_ Key field is required. You must enter a term or the system will perform slowly. You can also insert [term] as criteria in the Term_Code_Key to prompt you to insert the current term each time you use this query.

16. Check with the Registrar’s Office if you are not sure about mailing to students who have elected confidentiality under FERPA. Key: If the field is blank, the student has never requested confidentiality. If the field has an N – the student requested their record be confidential at one time but has changed to not being confidential. If the field has a Y – the student has requested their record be confidential.

17. E-Mail Guidelines: No G#, Social Security #’s, or grades are to be included in any e-mail. All e-mail addresses are to be inserted in the BCC line. See the next page for more guidelines.

18. E-MAIL GUIDELINES • All e-mail addresses are to be inserted in the BCC line. • No G# or Social Security #’s or grades in any e-mail. • It is acceptable for units to send e-mail messages to their own constituencies - such as a message from the Honors College Director to all Honors College students, or a dean of any school/college to students in that school/college major programs. • Please review the Employee Broadcast E-mail Procedure (Policy Subject # 420) and the Student E-mail System Use (Policy Subject #1160) before sending any e-mail communication. If you need further clarification, contact Mary Alore in Admissions.

19. Click on the Save button and name the Query qry_StudentData. Click OK.

20. Right click in the grey area and choose Properties.

21. In Query Properties click on Recordset Type. Change Dynaset to Snapshot by opening the Box and choosing snapshot. Change ODBC Timeout from 60 to 0. Click on the X.

22. Click on Query from the menu line and Choose Make Table Query. This creates a table on your desktop. Use this table to work from instead of the Linked Table. Name the table tbl_Studentdata. Choose Current Database and click on OK.

23. Run the Query by clicking on the red Exclamation button.

24. If you inserted [term] in the criteria for Term_Code_Key, you will be prompted to enter the current term when you run the query.

25. When the query is done, you will receive this prompt. Click on Yes. (The number of rows may be different based on the date you run this example.) Close the Query. Click on Yes to the following prompt:.

26. Click on Tables and double click on Tbl_Studentdata to open the table and view the data.

27. Know your data • Read across the fields. Make sure there are no duplicates. • Sort by Term Code and confirm 200610 is the only term listed. • Sort by Deceased and make sure the records are blank. • Sort by Confidential and make sure there are no “Y” listed. • Sort by Goremal to make sure only OAKU is in the field. • If you don’t know how many records should be queried, contact the subject matter experts. In this case it would be the Registrar’s Office because we are querying all enrolled and registered students.