Banner and our Faculty – Advising and Registration

1. Banner and our Faculty – Advising and Registration “The Basics”

2. Banner and our Faculty – Advising and Registration “LoLA may not be the easiest lady to live with, but she can help you with your students.”

3. Banner and our Faculty – Advising and Registration • As of Fall 2013, students at all Delta campuses are self-registering in the same LoLA instance. • The link that says “Northeast Louisiana Technical College” will remain there always, for historical purposes, but for all student and faculty functions that apply to Fall 2013 and beyond, the “Louisiana Delta Community College” link is the one to use.

4. Banner and our Faculty – Advising and Registration • Self-registration has continued to be the model. Enrollment Services (Monroe) and Student Services (all other campuses) has of course been available to help with problems. • In addition to Advising functions, Faculty may also need to offer guidance on how to login to and navigate registration in LoLA.

5. Banner and our Faculty – Advising and Registration Brief Aside into “Open” Registration Setup • Monroe Campus • Each School will have one classroom for Advising and one computer lab for Registration. • WE NEED FACULTY IN BOTH ROOMS, not only to help with Registration questions, but also to “re-advise” in the event that original advising choices are all full • Faculty provide invaluable assistance in the Registration room • Advising templates for first-time freshman will hopefully be available the advising rooms.

6. Banner and our Faculty – Advising and Registration Brief Aside into “Open” Registration Setup • All Other Campuses • Faculty will advise students as usual • Students will register in computer labs • Student Services will help as much as possible, but please be aware that they will be very busy admitting students and dealing with Financial Aid issues, as well as solving registration problems • Therefore, faculty assistance with students’ registering is extremely important if they can spare any time.

7. Banner and our Faculty – Advising and Registration Login Information for Students and Faculty • Login procedure is the same for students and faculty • Use the LoLA link on the Delta homepage to access LoLA • Use the LoLA Lookup Utility below the login box (see arrow) to find your user name if you don’t already know it. • Refer to the “User Name and Password Guide” for instructions on setting your own password.

8. Banner and our Faculty – Advising and Registration • Once students are logged in, they will see the same “Louisiana Delta Community College” link that we see. • There may be multiple LCTCS institutions listed – for students who previously attended one of the former NELTCs, that link will still be there. • Another institution’s logo may be at the top – again, that’s OK as long as the Delta link is there.

9. Advising and Registration: Student Registration • The students will then have a link on the right-hand side of their page that says “Add or Drop Classes” (we do not have this exact link). • Once the student clicks this link, they will see either the “Add Classes Worksheet” , or a view like the graphic to our right. • From here, they follow Student>Registration>Add or Drop Classes>Submit Registration Term  which leads to the “Add Classes Worksheet”.

10. Advising and Registration: Student Registration Choosing Classes • Once in the “Add Classes Worksheet”, the student can enter what is called the Banner CRN (course reference number – just like a “call number”) into the worksheet if s/he knows the CRN. • The other way the student can choose classes is to use the “Class Search” feature. This is the more likely method the student will use.

11. Advising and Registration: Student Registration Choosing Classes • Once the student is in the Class Search, the only required field is the Subject. The student must choose at least one subject in the Subject box, but the student can choose multiples by holding down the Control key and clicking as many subjects as s/he wants to see. • Entering a course number will restrict the search to a specific course, but you can also leave it blank to see all courses for a given subject, or even use a wild card search – i.e., ‘1%’ to show all 100-level courses within a subject. • You can search on all the criteria provided – instructor, time of day, traditional vs. online delivery, etc.

12. Registration Presentation – ExampleIn the following screen shot, we are searching for all A & P lectures and labs by choosing “Biology” as the subject and ‘22%’ as the wild-card course number.

13. Registration Presentation – Example/Result of SearchThis screen shot only shows a subset of the results for the sake of brevity.

14. Student Registration Points • All open sections show a checkbox on the far left. Clicking the box and then hitting the “Register” button is all that’s required to register for a class. • Closed sections are denoted by a ‘C’. • Within the schedule, ‘R’ means Thursday and ‘TR’ means Tues-Thurs. • We will discuss errors – like PRE-REQUISITE errors – shortly. • Location is Building and Room Number – note that each campus has a campus code and its buildings begin with this code. EX: ‘JA’ is Monroe’s code – so the Louisiana Purchase Building is ‘JALPBG’. (See following slide) • Interesting note: Clicking on the CRN itself gives you detailed information about the class, as well as a link to the course catalog entry. However, clicking on the CHECKBOX is what registers you for the course.

15. Campus Codes in Banner

16. Advising and Registration: Student Registration Submitting Registration • Note that the very last checkbox is checked, plus one BIOL 222, is checked. • Clicking “Register” will then register the student for the class. (see arrow for “Register” buttton) • The “Add to Worksheet” feature adds the CRN to the “Add Classes Worksheet”. This is probably not the most convenient method. • The Class Search button returns the student to the Class search, without preserving registration.

17. Advising and Registration: Student Registration • Note that the very last checkbox is checked. • Clicking “Register” will then register the student for the class. (see arrow for “Register” buttton) • The “Add to Worksheet” feature adds the CRN to the “Add Classes Worksheet”. This is probably not the most convenient method. • The Class Search button returns the student to the Class search, without preserving registration.

18. Registration Presentation – Example of Successful Registration

19. Advising and Registration: Student Registration • In the previous slide, we see that the student is “Web Registered” for Anatomy & Physiology II + lab. • A summary of the students credit hours to date is provided underneath the class list. • To drop a class, go to the “Action” drop-down, select “Web Drop” instead of “None”, and click “Submit Changes”. • NOTE: A student cannot drop his/her last class. The student must *Resign* for the term with Enrollment Services (Monroe) or Student Services (all other campuses)

20. Registration Presentation – Dropping a Course (just before the drop)

21. Registration Presentation – Dropping a Course (after the drop) • The THEA 190 class has been dropped and no longer appears. • The credit hours summary still appears. • A better view of the schedule appears under Student > Registration > Concise Student Schedule.

22. Registration Presentation – Concise Student Schedule (shows date/time, location, and primary instructor of record)

23. Advising and Registration: Student Registration Features for Faculty • In the previous slides, we have seen registration from the students’ perspective, so that we can help students register themselves. • We will now view some features for Faculty to use to assist with advising. • NOTE: If you would like to be able to see registration on the student side, including the Student Class Search – which is much better than our option – please ask Enrollment Services (Monroe) or Student Services (all other campuses) for access to this feature.

24. The CAMPUS-WIDE ID “Number” “L Number” vs. “LD Number” and SSNs • A brief discussion of the difference between the Intranet Student Identification Number, or “LD Number”, vs. the Banner SID Number, the “L Number” , and the Social Security Number. • The “LD Number” is the 8-digit alphanumeric sequence that was generated from the Intranet. The LD Number always begins with “LD” for Louisiana Delta and contains the students’ initials inside the string. Every student at Monroe, Tallulah, and Lake Providence from before Fall 2012 has an “LD Number”. • Many Delta procedural forms still mention the “LD Number”; please ignore any references to LD Numbers and use the new CAMPUS-WIDE ID Number, otherwise known as the L Number.

25. The CAMPUS-WIDE ID “Number” , part II “L Number” vs. “LD Number” (cont’d) • The “L Number” is the unique 9-digit Banner ID, which in most cases begins with an L. The “L Number” could sometimes be an “H Number”, especially if the student attended one of the former NELTCs before the migration to Banner. The “L Number” appears on the upper-right hand side of most pages in LoLA. NOTE: it is the L Number of the logged-in user – so you if you are advising – that appears. • SSNs were used in SES, the legacy system for the satellite campuses. Please note that SSNs cannot be used as campus-wide identifiers due to FERPA regulations.

26. The CAMPUS-WIDE ID “Number” , part III Why is the L Number important to you? • The L Number (Banner ID) is the unique identifier for a student, and therefore the easiest way to find a student in LoLA. • There may be 250 “John Smiths” in the state-wide shared Banner instance, so sometimes the L Number is the only way to find a student. • Any Student ID card issued from Fall 2012 or beyond has the L Number on it; please encourage your students to get new IDs if they don’t already have one. The ID is mandatory and it will be a benefit to the students as well.

27. Advising and Registration: Features for Faculty • The Faculty Services tab leads faculty to their options. Today we mention the Student Information Menu (top-most arrow) and the Class Schedule search. • The Class Schedule search works in the essentially the same way as the Class Search for students; please review that section of this presentation for assistance. • Other features, such as Grade Submission, are discussed in other training modules.

28. Advising and Registration: Features for Faculty Student Information Menu • ID Selection • Academic Transcript (unofficial) • View Test Scores • View Holds • Concise Student Schedule • Other features to be discussed in the future

29. Advising and Registration: Features for Faculty Student Information Menu – ID Selection • ID Selection is used to find any student. The other links in the student will redirect you to the ID Selection if you haven’t done so already. You can search on the following fields: • The “L Number” (not the LD Number) / NOTE that this field is CASE SENSITIVE • The partial first name • The partial last name • NOTE: There is no difference between Student and Advisee in our system • If more than one student is returned, choose the one you need and click “Submit”. You will be returned to the main menu. Once you have selected a student, you will have access to all their information until you decide to choose another student. • Knowing the L Number is definitely the easiest way to search for a student. You should always ask a student for his or her L Number to make your lives (and the student’s) easier.

30. Student Information Updates Academic Transcript & View Test Scores • ACT/COMPASS scores and transfer credit – entered as quickly as possible. • Transfer credit - for the most part credit hours and GPA statistics are in the system, but in many cases the transfer courses themselves are not yet entered. • For test score or transcript information, ask the students whose information is not in Banner if they can log into their old institutions and produce transcripts, or log into act.org for test scores. If they can’t, send them to Enrollment Services to pick up copies for advising.

31. Stu Info Updates: Transfer Credit Display • If the course at the other institution has an *articulated* equivalent at Delta, then only that equivalent appears on the transcript. • Example: ENGL 1001 from ULM shows as ENGL 101 at Delta. • For any other courses, since there is no specific equivalent articulated at Delta, you have to look inside the Course Title to see what the course was called at the transferring institution. • Example: VETR 1001 from Delgado show as “TRTC 1TXX” in the subject line and VETR 1001-Intro to Vet Tech in the Course Title. • For subjects for which do not have equivalents (see Vet Tech example above), TRNS is used for Academic courses and TRTC for Technical coursework. • Engineering 201 from Tech would be TRNS 2TXX, but Math 3080 from ULM would be MATH 3TXX

32. Student Information Updates Academic Transcript & View Test Scores • Pre-requisites for Monroe campus – overrides will need to be performed by deans/program directors or Enrollment Services in lieu of information being entered into Banner. • Pre-requisites for all other campuses – not yet built for many campuses. Until this is done, it will be up to faculty to ensure that students are not registered for courses for which they have not met pre-reqs. • Credentials for Monroe, Tallulah and Lake Providence campuses awarded before Fall 2012 will be in visible on the transcript within a few weeks. Fall 2012 and beyond are in the system. • Credentials for the former NELTCs are all in the system.

33. Student Information Updates (II) View Holds & Concise Student Schedule • View Holds – All Holds/Flags must be cleared by the appropriate areas. In most cases, you can tell the department responsible by the name of the hold. Some noteworthy exceptions: • Immunization Record Hold – Enrollment Services/Admissions • Parking Fine – Bursar’s Office • Title IV Hold W/T – Student Services/Financial Aid • PLEASE NOTE THAT THERE ARE NO ADVISING HOLDS IN PLACE AT THIS TIME. • Concise Student Schedule – This feature is the same as the one discussed previously among the Student features. The term for the schedule in question must also be selected.

34. ID Selection – Example(The numbers represent the steps in order)

35. Academic Transcript Query – Step 1(NOTE: The default is “All Levels”)

36. Academic Transcript Example

37. View Holds - Example

38. View Test Scores - Example

39. Advising and Registration:“DELTA” Banner vs. “NELTC” Banner • MORE IMPORTANT FACT: • All credit from the former NELTCs will appear as transfer credit on the Delta transcript. The header will say “Louisiana Delta Community College” but it will be in a transfer credit section. • Tallulah/Lake Providence – you may see “double-credits”; if so, please notify Enrollment or Student Services, depending on your campus

40. More “DELTA” Banner vs. “NELTC” Banner • The Northeast Louisiana Technical College link will always be present for reference. But current students registrations and future activity are on Delta Banner. • Students who are not currently admitted or registered for Fall 2013 will *only* be visible in NELTC Banner. Those students who are not continuing students must reapply for admission. • Transfer credit for former NELTC campuses, for the currently enrolled population, will be more accurate in Delta Banner, because only credits which applied to graduation were used at the former NELTCs. • Please note that Board of Regents policy and Financial Aid rules dictate that all transfer credit from all accredited institutions be calculated into the GPA.

41. Advising and Registration:The Role of the Legacy Systems • The Delta Intranet • While it is useful to Enrollment Services, and while it might be useful for students who have not attended for the past year, the Intranet is not a reliable source for data anymore. • It can be used for comparative purposes, since our Banner data is still in transition with certain groups of students. • Degrees are visible only in the Intranet, but this will change soon. • Any new developments involving the Intranet framework are actually custom solutions with Banner data. • SES • Student Services may sometimes refer to SES, but in general it is not longer used. • The nature of SES is such that it is not as useful for historical purposes as is the Delta Intranet.

42. Banner and our Faculty – Advising and Registration • In closing, Enrollment Services thanks you for your continued assistance, and appreciates your patience as we make this difficult transition to a merged system of record. • As always, more communication from Enrollment Services about further updates is forthcoming.