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Advisor Training
Advisor Training
Table of Contents
General Navigation 3
Viewing Student Information
Identification Information 4
(SPAIDEN – Student Identification Form)
Address Information 5
Telephone Information 5
Biographical Tab 6
Emergency Contact Information Tab 6
Email Addresses 7
(GOAEMAL – Email Address Form)
Student Status 8
(GUASYST – System Identification Form)
Comments 10
(SPACMNT – Comment Form)
Appointments/Contacts 12
(SAOAPPT – Appointments/Contacts Form)
Admissions Information 13
(SAAADMS - Admissions Application
Form)
Banner Forms Quick Reference 15
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GENERAL NAVIGATION
ROLLBACK NEXT BLOCK ONLINE MANUAL
EXIT
KEY BLOCK
NEXT BLOCK
Navigation Area (CTRL PGDN OR
CLICK IN THE
FIRST FIELD TO
MOVE TO THIS
BLOCK
AUTO HINT LINE
STATUS LINE
Terms Definition
Blocks A block is a section of a form or window that contains
related information.
Key Block The first block contains key information. The key block
determines what is entered or displayed on the rest of the
form.
Next Block To move from the key block to the next block, click in the
first field of the next block or press CTRL PGDN.
Rollback Returns to the key block.
Fields that have a down arrow have a lookup feature. You
(LOV) can double-click the field to see the list, click on the arrow or
press F9. They are called LOV fields which is short for List of
Values. Many Lists are defined on validation forms.
Exit Click on the ‘X’ icon near the top right of the window or
press CTRL Q.
Auto Hint Line Displays a brief field description, error and processing
messages and keyboard equivalents.
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IDENTIFICATION INFORMATION
SPAIDEN (Identification Form)
The Identification Form, SPAIDEN, will give you access to the
biographic/demographic information relating to all individuals in Banner.
Individuals may belong to any or all of the installed applications. DSC has
installed the Student, Financial Aid, Accounts Receivable and Finance
Modules. The systems are integrated so that information entered is available
throughout. Updates are available immediately. Using the Online system a
student can update their own personal information such as address,
telephone, etc.
KEY BLOCK
NEXT BLOCK
(CTRL PGDN or
CLICK IN THE
FIRST FIELD TO
MOVE TO THIS
BLOCK)
ID/NAME SEARCH – See Banner Basics booklet.
Navigation Options Definition
ID ID’s prior to conversion from SIS were SS #’s.
Banner ID’s are eight digits and are automatically
generated.
Addresses View address information. Scroll down to see different
types of addresses.
Current Name/ID
Alternate Names Shows name changes.
Original Creation Displays the user ID and date created that name/ID record.
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ADDRESS INFORMATION
Address information for individuals (prospects, applicants, students,
instructors, etc.) who have been entered in Banner.
Addresses are displayed in the following order: all active or current
addresses in address type order, followed by all inactive addresses ordered
by address type, from date, to date, and status.
Field Definition
Type Type of address: billing, permanent, local, business, etc. See
Data Standards for more information.
From Date this address is active
To Last Date this address is active
Inactive If checked, indicates that the address in no longer being
used.
Activity Information
Source Source of the information (conv = conversion)
User ID of the individual that last updated the address information
Activity Date Date this information was created or changed
TELEPHONE INFORMATION
Since a person may have more than one telephone number associated with
an address, multiple types of phone numbers may be maintained on the
Telephone Form (SPATELE). This form may be accessed directly from any
form where a phone type and number are entered or maintained, such as the
Identification Form (SPAIDEN). Only one phone number associated with an
address type and address sequence number may be flagged as primary, and it
is this primary phone number which will be displayed with the address on
various forms in Banner. If no primary number exists, then no phone number
is displayed with an address. Phone numbers may also be inactivated via the
Inactivate (Status) Indicator.
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BIOGRAPHICAL tab
After a person is established on the database, this form is used to enter and
maintain biographic information about a person.
Field Definition
Gender Choices are male, female or not available
Date of Birth Individuals birth date
Age Automatically calculated based on Date of Birth field
SSN/SIN/TFN Individual’s Social Security Number
Confidentiality Confidentiality Indicator. Used to indicate that information
about this individual should remain confidential if the check
box is checked. It shows on forms, reports. Does not control
any other system processing.
Citizen Double-click to see a list of values for this field
New Ethnicity Hispanic or Latino or Not Hispanic or Latino (or None)
Race Double-click to see a list of values for this field
Marital Double-click to see a list of values for this field
Religion Double-click to see a list of values for this field
Legacy Double-click to see a list of values for this field
Vet File No. Individual’s Vietnam file number. (Maintained by Registrar)
Veteran Category: Maintained by the Registrar’s Office
Deceased Deceased Indicator. Deceased displays on forms with ID and
Key information.
Deceased Date Date of death, if deceased.
EMERGENCY CONTACT INFORMATION
Emergency Contact tab on SPAIDEN
At present information is not entered by the Admissions Office on this form
unless the student offers the information. The student can also enter the
information using on-line.
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EMAIL ADDRESS INFORMATION
GOAEMAL (Email Address Form) (or E-mail tab on SPAIDEN)
More than one email address can be associated with an individual. This form
may be accessed directly from any form where an email address is entered or
maintained. To see the types of email addresses available double click (or
push F9) in the ‘E-mail Type’ field.
Field Definition
E-mail Type P(personal) STU (dmail) PAR (parent email), etc
Preferred Individuals preferred e-mail address
Inactive Email address is no longer being used
Display on Web If this indicator is checked the email will show on the Web
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STUDENT STATUS - System Data Summary
GUASYST (System Identification Form)
This form is used to identify a person in the system. GUASYST shows the
Banner modules that the student appears in. A check mark indicates that
there has been some activity in that area.
Field Definition
Student
Recruiting Check mark signifies that individual has inquired. Inquiry
Information has been entered into Banner.
Admissions Check mark signifies that DSC received an application and it has
been entered into SAAADMS.
Transfer Work Check indicates that transfer courses have been entered for the
individual.
Gen Student Check mark signifies that a student record has been created.
(SAADCRV form).
Registration Check mark signifies that student has registered for classes.
Housing Check mark signifies that Student Housing info has been
entered.
Faculty Check mark means they have a faculty or advisor record in
SIAINST and they are registered as an instructor for one or more
terms.
Advancement Check mark indicates activity in the Alumni/Advancement
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module.
Human Resources Check marks in this area signify that the student is also an
employee.
Financial Aid
Applicant Check mark signifies that student has applied for Financial Aid.
Accounts Receivable
A/R Check mark signifies that there has been some activity with the
Business Office. Does not mean they have an outstanding
balance.
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COMMENTS
SPACMNT (Comment Form)
After a person is established on the database, any comments relating to the
person are entered using the Comment Form. This is a searchable form so if
you are looking for comments about an academic appeal you can clear the
form (F7), type in the comment type ‘25’ then search (F8). Only comments
about academic appeals will show now!
Comments:
The Comments field allows for comments up to 4000 characters in length and has auto
wrap capability. Use this area for entering brief comment text or as an overview of
Narrative comments. If you select the Comments edit button, the Editor window
appears. From here you can update comments, as well as search and replace text within
the comments.
Narrative Comments:
The Narrative Comments field allows you to enter up to 32,760 characters. The
comment text automatically wraps within its window. If you select the Narrative
Comments edit button, the Editor window appears. From here you can update
comments, as well as search and replace text within the comment.
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You can copy and paste information into both Comments and Narrative Comments
fields. To copy and paste information into these fields try using keyboard shortcuts.
CTRL+C Copy
CTRL+X Cut
CTRL+V Paste
CTRL+Z Undo
CTRL+B Bold
CTRL+U Underline
CTRL+I Italic
Appointments:
Appointments along with the From and To Times, are currently not being used. These
appointment areas could potentially be used by advisors to track student appointments
and comments associated with these appointments.
You can associate a comment with an advising appointment.
First, enter an appointment on SOAAPPT.
Return to SPACMNT.
Enter the Comment Type and Originator.
Click on the ‘Appointments’ maintenance icon and select the appointment
you’d like to associate your comment to, from the list of appointments for that
person. Contact, Contact Date, From Time and To Time are all populated based
on information within SOAAPPT.
Enter your comment text.
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APPOINTMENTS/CONTACTS
SOAAPPT (Appointments/Contacts Form)
Use this form to add or update appointments and contacts for a person. A person is not
required to have a recruiting or an admissions record. An appointment may be scheduled
to occur on campus or at a source. Appointments may be scheduled before occurring or
recorded after they have occurred.
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ADMISSIONS APPLICATION FORM
SAAADMS (Admissions Application Form)
This form is used to enter and maintain the admissions application and
checklist items.
‘Application Status’ indicates if an application is incomplete or if an
application has been accepted (‘D’ (decision made) means application is
complete and student can register for that semester).
Applicant’s Checklist
If the application is incomplete, click the ‘Checklist’ tab to see which items
are outstanding.
Field Definition
Term 4 digit academic year + 2 digit semester code
Semester Codes: Fall=40, Spring = 20, Summer=30
Example: Fall 2010 = 201040
Status C = Complete ready for review
D = Decision made
I = Incomplete items outstanding
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NOTES
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BANNER STUDENT
QUICK REFERNCE
GENERAL STUDENT INFORMATION
ITEM FORM ID & NAME
Name/ ID Search SPAIDEN (Identification Form )
Address SPAIDEN (Identification Form )
Telephone numbers SPAIDEN (Identification Form )
Email addresses GOAEMAL (Email Addresses)
Student Status GUASYST (System Identification Form)
(System Data Summary)
Biographic Information SPAIDEN (Identification Form )
Emergency Information SPAIDEN (Identification Form )
Comments SPACMNT (Comment Form)
Appointments SOAAPPT (Appointments/Contacts Form)
Admissions Information SAAADMS (Admissions Application Form)
Registration SFAREGS (Student Course Registration Form)
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