BANNER 8 - SSASECT Updated October 02, 2012

Introduction The Banner roll forward process has been done and term 201320 is now available for updating. Please note CRNs have not been changed for this term. The deadline for editing/adding course data for summer is December 10th. Tip: Add your own speaker notes here.

Getting started… For the sake of speed and simplicity, mark the changes on a copy of the SCH_INTERNAL_XLS or SCH_INTERNAL report. Steps: Type GREPORT in the Banner GO TO window; Go to SCH_INTERNAL_XLS/double click; Under the From Term, type 201320; Under the To Term, type in 201320; Under the Subject, type ‘ENGL’ for English (see following example); When you run this report, it will be delivered to your email address.

Getting started… Tip: Add your own speaker notes here.

Getting started… Before you begin work on your GREPORT, it is recommended that you save them with the proper file extension (i.e. XLS or XLSX), a date stamp and have a folder exclusively dedicated for these reports. To manipulate data more efficiently, you can apply the auto filter tool. In the Home tab, go to Sort & Filter; then Filter. You can isolate only Active courses, check what’s scheduled in your departmental room or even look at a particular faculty member’s schedule.

Getting started…

Updating the Banner Schedule (SSASECT)

Step 1: Making a course inactive Enter the term and CRN in the key block and perform ‘Next Block.’ Under the Meeting Times and Instructor tab, click on the Instructor ID, then on the ‘Remove Record’ icon and save (see the next slide). Remove Record Icon Tip: Add your own speaker notes here.

Step 1: Making a course inactive (Continued) Click on Start Date, then then on the ‘Remove Record’ icon and save. Remove Record Icon Tip: Add your own speaker notes here.

Step 1: Making a course inactive (Continued) Under the Course Information tab, double click on the Status field, choose ‘I’ and ‘Save.’ Tip: Add your own speaker notes here.

Step 2: Adding a course Before adding a course section check if an inactive section of the course already exists. Inactive courses are rolled over and might only need to be activated. Click on the arrow button next to the CRN field.

Step 2: Adding a course Enter the subject and the course number and click on the Execute Query icon. If the section exists, the CRN of the course will populate the CRN field. Double click on the term or the CRN field to return to SSASECT. In SSASECT, perform Next Block and change the status of the course to A (Active).

Step 2: Adding a course Enter the term, 201320 and type the word ‘ADD’ in the CRN-field and perform ‘Next Block’ or click on the icon ‘Create CRN.’ Fill in the appropriate fields. Ensure that the Session Code is entered (i.e. Day, Evening or Unscheduled). If this is omitted, we will not pick up this information for room assignment. Summer courses can be set-up in three distinct term sessions: H1 (Early Summer), H2 (Late Summer) & 1 (Full Term).

Banner Administrative Systems Manual See Section B “Scheduling Processes” of the Banner Administrative Systems Manual to ensure you fill in all the required fields. http://www2.carleton.ca/registrar/admin/ Username: reg_user Password: regtory73 Click on Banner Administrative System Manual Open Section B: Scheduling Process

Cont: Adding a course

Cont: Adding Course - ADDING A FULL SUMMER COURSE SECTION Important to remember the Session Code

Cont: Adding Course - ADDING AN EARLY SUMMER COURSE SECTION

Cont: Adding Course - ADDING A LATE SUMMER COURSE SECTION

Cont: Adding a course – using the new Copy CRN feature Copy CRN allows you to copy course set-up details (+enrolment) for a course that existed in a previous term or for a course within the present term. The original meeting time and instructor information does not roll over. This will allow you to save time; however, there is a cautionary flag with this new time saving option. A flaw of this feature is it will allow you to create the same section of a course for a given term. This causes problems when we download data and there is the potential that a course may be missed. Therefore, it is important that when using this option, all work is double checked for this anomaly.

Cont: Adding a course – using the new Copy CRN feature (copying from a previous term) Type in the term for which you are doing data entry; i.e. 201320; Click on Copy CRN (Add is automatically populated in the CRN column); The Default Section Details window opens. If known, under the Default Term, select the term in which you want to copy from (i.e. 200720). If you don’t know and want to search, you can go to the Default CRN field, click on the drop-down menu and search for the course you would like to copy (i.e. PSYC 1002 A from 200720). Double click on the course to make your selection. To activate this process, click on Process Default.

Cont: Adding a course – using the Copy CRN feature (copying from a previous term)

Cont: Adding a course – using the Copy CRN feature (copying from the present term) You will follow the same process to copy from the present term, but type 201320 in the Default Term field and either put in the CRN (then hit enter) in the Default CRN window or search for one you would like to copy; then click on Process Default. If you have copied the same section for a given term, you will need to amend the section letter; then ‘Save.’

Section Enrolment Needs to be completed for newly created CRNs. Review & adjust maximum enrolment for existing CRNs wherever warranted. From the Main SSASECT page, click on the Section Enrolment Information tab. Enter the Maximum Enrolment and ‘Save.’ Note that if you have reserved seating, the Maximum Enrollment field is not editable. Click on the Reserved Seats tab and adjust Reserved Maximum for the desired reserved seating category.

Cont: Section Enrolment (no reserved seating)

Cont: Section Enrolment (with reserved seating)

Meeting Times & Instructor

Cont: Meeting Times & Instructor Enter meet days/times for new CRNs – CLAS must be entered under the Meeting Type or this information will not be downloaded. Review and adjust this info for existing CRNs; ‘Save.’ This must be added before the instructor assignment. Reminder: ten minutes travel time is worked into the timetable. Classes begin five minutes after the start of class and finish five minutes before the end of class (i.e. ECON 1000 is entered as Mon, Wed 1805 – 2055). CLAS must be indicated or data will not be captured

Cont: Meeting Times & Instructor Go to the Meeting Location and Credits tab. If using departmental rooms = enter DE under Automatic Scheduler, type in the building, room; then ‘Save.’ Otherwise, do not enter any room information as SES will schedule the room assignments (enter TP under Automatic Scheduler).

Cont: Meeting Times & Instructor

Cont: Meeting Times & Instructor Record the name of the instructor by typing in the ID and the data will populate; ‘Save.’

Scheduler Preference – Partition Preferences Double click on the Partition Preference Code field and select a partition preference (building). Only one partition preference can be entered. The preference number should be ’01.’

Scheduler Preference – Room Attributes Double click on the Room Attribute Preferences code field and select a code. More than one room attribute can be listed, but must be ranked accordingly with the preference number. Preference numbers must be sequential (01, 02 and 03). Note that the room attribute codes used by SES start with “Z” (e.g. “ZELE”).

New Instructors The steps to follow when assigning an instructor ‘new’ to Carleton: Get Banner ID from Human Resources; Give the Banner ID to SES to activate; SES will notify you when the instructor is active; Add the instructor to the course in SSASECT;

Course Section Detail Form – Link Coding Link Coding is used to link class sections that students must take concurrently – lecture and an associated lab, tutorial or discussion group. For example, when a student registers for a lecture, it will also prompt them to register for the associated lab. Please note that link coding is rolled and only needs to be added for new CRNS. That being said, it is a worthwhile exercise to review the links. The first character of the code represents the course section (i.e. BUSI 1005 A); second character represents the appropriate schedule type (noted below). A = Lecture; G = Group; L = Lab; T = Tutorial;

Cont: Link Coding We can apply this concept by following the below steps: Go to the lecture section and allot the appropriate code in the Link Identifier field on the main SSASECT page; Go to Options/Course Section Detail (SSADETL) and assign the code for the tutorial, group or lab in the Link Connector field; Go to the tutorial, group or lab section in SSASECT and mimic the above steps, but assign the proper codes (*hint – the codes are the exact opposite of the lecture );

Link Coding for the lecture Cont: Link Coding Link Coding for the lecture

Link Coding for the Tutorial Cont: Link Coding Link Coding for the Tutorial

Course Section Comments Add registration messages in the Section Text field, if applicable. These messages will appear in Carleton Central. Go to Options, Course Section Comments. Note that Section Longer Text is no longer displayed in Carleton central. Section Text will be displayed in Carleton Central! Section Long Text is no longer displayed in Carleton Central!

Cross-List Definitions Form Courses can be cross-listed in SSASECT, under Options/Cross List Definitions (SSAXLST). Prior to the first offering of the cross-listed courses: The host department decides that a particular pair or set of cross-listed courses will be offered in a given term, and determines the maximum enrolment for the group as well as how these spaces are to be allocated between/among the different course sections. There are two options:

Cont: Cross-listed Courses Option One: there are restrictions on how many students can register in the individual course sections of the group; Option Two: there are NO restrictions on enrolment in the individual course sections; The host department sets up its course section(s) in SSASECT (including instructor and enrolment information) and directs the non-host department(s) to do the same for its/their corresponding section(s).

Cont: Cross-Listed Courses ** You can create a Cross List Group Identifier in SSAXLST by selecting a unique two character code (numbers, letters or a combination of both). If courses do not populate after performing next block, you have chosen a successful code. Enter the maximum enrolment and assign the code to the classes involved (e.g. 22, 3P, M6, VZ). In order to do this, you will need to enter the CRNs under the Cross-List Section. Double check your grouping by going to the front SSASECT page where you will see your Cross List Group Identifier in the Cross List field. See following screen shot.

Cont: Cross-Listed Courses (Option One) Option One: there are restrictions on how many students can register in the individual course sections of the group. In the example below 25 students can register in the RELI section and 25 students - in the ANTH section of the course. Note that Combined max enrollment in this case equals the sum of the of the individual max enrolments (50 = 25 +25). We base room assignment on this ‘grouped’ enrolment

Cont: Cross-Listed Courses (Option Two) Option Two: there are NO restrictions on enrolment in the individual course sections. In this case, the enrolment for each course section should be set in SSASECT to the maximum for the group. In the example below the spaces to go to the first 150 students registering in either RELI 2736 or ANTH 2550. We base room assignment on this ‘grouped’ enrolment

Validation: SCH_SCHEDULE_CHECKS Report Run SCH_SCHEDULE_CHECKS report to find sections with 0 enrolment(see the parameters below) and cross-listed sections with incorrect combined maximum enrollment. Note that sections with zero enrollment will not be assigned a room.

Validation: SCH_SCHEDULE_CHECKS Report Use SCH_SCHEDULE_CHECKS to identify sections with blank DE and TP code and sections with DE code but no Building/Room denoted. Enter missing info in SSASECT.

Validation: SCH_SCHEDULE_CHECKS Report Use SCH_SCHEDULE_CHECKS to identify sections with day/time assigned but no “CLASS” entered in the Meeting Type. Class must be entered for scheduled courses, otherwise no room will be assigned.

Validation: SCH_INTERNAL_XLS Report To identify sections with blank Session code, run SCH_INTERNAL_XLS; filter sections with blank Session code. Note that sections with a blank Session code will not be assigned a room.

Banner Administrative Systems Manual For more information (such as production schedule and classroom database) refer to the Departmental Timetabling Coordinators page: http://www1.carleton.ca/registrar/admin/coordinated- timetable/departmental-timetabling-coordinators/ Username: reg_user Password: regtory73 Click on Coordinated Timetable, Departmental Timetabling Coordinators

Contact Us Email: timetabling@carleton.ca Jamie Carmichael: ext. 3588 Julia Piatigorskaia: ext. 8877 Phay Mui: ext. 8803 Amy Resmer: ext. 3009