Web for Faculty Faculty and Advisor Banner Self-Service DATE: SEPTEMBER 6TH, 2016 PRESENTED BY: OHSU Registrar’s Office

Web for Faculty Faculty and Advisor Banner Self-Service DATE: SEPTEMBER 6TH, 2016 PRESENTED BY: OHSU Registrar’s Office

Logging in to Faculty Self-Service The first time you login, you will be presented with the Confidentiality Agreement: I understand that I am directly accessing confidential, student academic record information and I agree to take full responsibility for the information that I enter and submit for processing. Select “Agree” to continue; this prompt will return every 300 days.

Main Menu This is the main menu that faculty/advisors will see when they login to Faculty Self-Service. Each section may be accessed by either clicking on the links or the tabs in the top menu bar. Clicking on the “Faculty and Advisors” tab will always return you to the Faculty Menu.

Faculty Menu This menu is primarily for faculty use. If you have an advisor assignment, the Advisor Menu link at the bottom will take you to a menu designed specifically for advisors. Skip to page 29 for instructions on how to use the advisor menu.

Term Selection Use Term Selection to select a term to view or edit. You can return to term selection at any time to select another term. In order to begin grading or view courses, you must select a term from this menu.

Term Selection You will be presented with a drop-down list of available terms. Select an option and click submit. You can return to this menu at any time to select a different term. You will be returned to the previous menu after making a selection. Select a term from the Select a Term pull-down list. Click the Submit button. You will be returned to the previous menu.

CRN (Course Reference Number) Selection Use CRN (Course Reference Number) Selection to select a course to view or edit. You can return to CRN Selection at any time to select another course. In order to begin grading or view courses, you must select a term from Term Selection and a course from CRN (Course Reference Number) Selection.

CRN (Course Reference Number) Selection This page allows faculty to choose a specific course within the term specified in Term Selection. The course selected on this page will carry from menu to menu; to change the course you are viewing, select CRN (Course Reference Number) Selection from the main menu. You will only see courses to which you are assigned as a faculty member. Select a course from the CRN pull-down list. Click the Submit button. You will be returned to the previous menu and can begin working with the course.

Detail Class List This list provides instructors with a detailed list of students who are registered for the selected course and term. Note: If accessing this link directly after login, you may be prompted to enter a term and a course CRN. See Term Selection for instructions on term selection, and CRN (Course Reference Number) Selection for instructions on selecting a course.

Detail Class List This list provides faculty with a detailed list of students who are registered for the selected course and term. Note: If accessing this link directly after login, you may be prompted to enter a term and a course CRN. See Term Selection for instructions on term selection, and CRN (Course Reference Number) Selection for instructions on selecting a course.

Summary Class List This list provides faculty with a concise list of students who are registered for the selected course and term. Student grades and GPA are considered confidential information and should not be shared. Note: If accessing this link directly after login, you may be prompted to enter a term and a course CRN. See Term Selection for instructions on term selection, and CRN (Course Reference Number) Selection for instructions on selecting a course.

Summary Class List This list provides faculty with a concise list of students who are registered for the selected course and term. If grading is open for this specific course, a column titled “Final” will appear in this view, and the primary faculty member for the course may select any link in this column to enter grades. To email all students in your course, click the “Email class” link. If you wish to email a single student, you may select the envelope icon at the end of their list entry. Faculty members must ensure that emails generated from this link are sent from their ohsu.edu email address as emails sent from non-ohsu.edu email addresses are not secure. Student grades and GPA are considered confidential information and should not be shared. Note: If accessing this link directly after login, you may be prompted to enter a term and a course CRN. See Term Selection for instructions on term selection, and CRN (Course Reference Number) Selection for instructions on selecting a course.

Submit Final Grades This page allows the assigned primary faculty member to enter grades. If you are accessing the course as a non-primary faculty member and grading is open, you will be able to access this page but will not have the option to enter grades. Grading is opened and closed according to the dates on the Academic Calendar. Grades that are received after the grading period closes are considered late, and cannot be entered online. If grading is closed, you will receive a warning message: “The Final Grade Worksheet is Unavailable.” Student grades and GPA are considered confidential information and should not be shared.

Submit Final Grades This page allows the assigned primary faculty member to enter grades. Grading is opened and closed according to the dates on the Academic Calendar. On the date specified by the Academic Calendar, all grades recorded on the worksheet will be rolled nightly to academic history by the Registrar. Do not enter grades into the worksheet unless they are final. Once the Registrar has rolled your grades, the grades cannot be updated online; faculty members wishing to update a rolled grade must complete the change of grade process through the Registrar’s Office. You can tell which grades have already rolled to academic history by looking at the “Rolled” column of the worksheet; a “Y” indicates the grade has been rolled to academic history. If grades have not been rolled to academic history, they can be changed by selecting a different option from the grading drop-down and clicking Submit. To grade a student, select the appropriate grade from the grade drop-down. The grade drop-down is specific to each student; students enrolled as Pass/No Pass will not display options for A-F and vice versa. To save grades, click the Submit button on the bottom of the page. Note: If a student has withdrawn from your course but is still on your roster to grade, please assign the appropriate letter/no pass grade and fill in the student’s last date of attendance, then contact the Registrar’s Office for further assistance.

Submit Final Grades The grading worksheet has a 60 minute timeout. Enter grades and save your work often by clicking the Submit button at the bottom of each page to extend the timeout. Entering a grade into a text box does not count as activity; only clicking Submit or navigating to other pages will extend the timeout window. (Make sure to click Submit before leaving the Final Grades Roster or you changes may not be saved.) You can see the last time you extended the timeout in notes on the top and bottom of the Final Grades page. If your course has more than 50 students, each set of 50 will appear on separate pages. Click on the appropriate ‘Record Set’ to access the next 50 students: Click Submit to save grades before moving to a new page. Students who have withdrawn or are auditing the course will be marked as “Not Gradable” and will receive the appropriate mark (W, AUD, etc.) on their transcript. If a student’s last date of attendance is relevant to the grade received (F, NP, etc.) please enter the date in “Last Attended Date.” Last Attended Date cannot be added after a grade has been rolled to academic history.

Your Class Detail Schedule Your Class Detail Schedule will give you access to basic information about each course you are assigned in the selected term.

Your Class Detail Schedule Your Class Detail Schedule will give you access to basic information about each course you are assigned in the selected term. To check which term you are viewing, look under your name in the upper right-hand corner. From this page, you can access your list of students by clicking on “Classlist” or “Enrollment.” The Enrollment Counts section shows you the maximum number of students that can register, the actual number of students registered, and the number of seats remaining.

Your Class Schedule by Day and Time This page displays your assigned courses in a calendar view. The page defaults to today’s date.

Your Class Schedule by Day and Time This page displays your assigned courses in a calendar view. The page defaults to today’s date; if the term has not started, you may not see any courses on this page until you change the date using the Previous/Next Week links or the Go to (MM/DD/YYYY) prompt. Courses without assigned meeting times in Banner will display at the bottom of the calendar view. Note: If any courses have conflicting meeting times, only one course will display on the calendar. The other course will display at the bottom of the page under “Courses with time conflict.”

Your History of Classes This page displays your courses for the past term, the present term, and the next future term. It will not display courses older than the previous term. Note: If you have questions regarding older courses, please contact the Registrar’s Office.

Your History of Classes This page displays your courses for the past term, the present term, and the next future term. It will not display courses older than the previous term. The “Open for Registration” column will show “Yes” when the course is open for registration. Note: If you have questions regarding older courses, please contact the Registrar’s Office.

Office Hours You can use this optional page to enter your office hours for one or more of your classes.

Office Hours You can use this optional page to enter your office hours for one or more of your classes. The Display column specifies whether or not your hours are viewable by registered students (students can access this information by logging into Student Self Service and selecting your name from your course listing on their Student Detail Schedule.) You can copy your office hours from section to section using the “Copy To” drop-down. This drop-down will show all past and present courses to which you have been assigned. Once you have entered office hours and/or selected courses from the “Copy To” drop-down, click Submit to save your changes.

Syllabus Information You can use this optional page to add Syllabus Information to your courses. Syllabus information is viewable in the Searchable OHSU Class Schedule for registered and non-registered students alike.

Syllabus Information You can use this optional page to add Syllabus Information to your courses. Syllabus information is viewable in the OHSU class schedule for registered and non-registered students alike.

Search OHSU Class Schedule Search the public OHSU class schedule for the term you select.

Search OHSU Class Schedule Search the public OHSU class schedule for the term you select.

Advisor Menu From the main Faculty and Advisor Menu (a.k.a. the Faculty Menu), select “Advisor Menu” to view information concerning advisees that have been assigned to you in Banner.

Advisor Menu This menu is primarily for advisor use and will provide information concerning advisees that have been assigned to you in Banner.

Term Selection Use Term Selection to select a term to view or edit. You can return to term selection at any time to select another term. To view your current advisees, select the current term from this menu.

Term Selection You will be presented with a drop-down list of available terms. Select an option and click submit. You can return to this menu at any time to select a different term. You will be returned to the previous menu after making a selection. To view your current advisees, select the current term. Select a term from the Select a Term pull-down list. Click the Submit button. You will be returned to the previous menu.

ID Selection Use the ID Selection menu to select the advisee you wish to view in Self-Service Banner. You can return to this menu at any time to select a different advisee.

ID Selection Use the ID Selection menu to select the advisee you wish to view in Self-Service Banner. You can return to this menu at any time to select a different advisee. You can enter the Student ID (U000xxxxx) directly or search by Last Name and/or First Name. You can enter incomplete names into the name search. For example, searching for “Leo” in the Last Name field will bring up longer results such as “Leon” and “McCleod.” If your search returns no results, you will receive the message “Your search returned no records” and can select “Click to Search Again” to search again. If you are having trouble locating an advisee, check Term Selection in the main Advisor Menu and review your list of assigned advisees (Display Your Advisee List in the main Advisor Menu). Contact the Registrar’s Office if you are still unable to locate the advisee. For users who are both Faculty and Advisors, students registered in your courses may show up in this search; however, you will not be able to view any of their advising details unless you are also assigned to them as an advisor. Students assigned to you as advisees will have “(Advisee)” next to their name in the list results. Students registered in your courses will appear on this list with “(Student)” next to their search result, but will not appear on the Advisee List page and will not have information accessible in the Advisor Menu.

ID Selection If your search returns one or more results, you will be presented with a drop-down menu of options. Select the advisee you want to view and click Submit. You can return to the ID Selection page at any time to view a different advisee.

Display Your Advisee List Select “Display Your Advisee List” to view a list of students assigned to you for advising. If you are missing advisees or see advisees on your list you do not expect, check Term Selection to ensure you are viewing the current/correct term. If your advisee list is still incorrect, contact the Registrar’s Office.

Display Your Advisee List To email all your advisees, click the “Email your advisees” link. If you wish to email a single advisee, you may select the envelope icon next to their ID number. Advisors must ensure that emails generated from this link are sent from their ohsu.edu email address as emails from non-ohsu.edu emails are not secure. You may also access information such as curriculum (“Student Information”), holds, test scores, transcripts, and Degree Works from this page.

View Student Schedule This page allows you to see the schedule for the selected advisee and term.

View Student Schedule The student schedule shows detailed information about your advisee’s registered courses for the term.

Student Unofficial Academic Transcript View your advisee’s unofficial academic transcript. Student grades and GPA are considered confidential information and should not be shared.

Student Unofficial Academic Transcript To view a student’s transcript, select the appropriate level (if you are unsure, select “All Levels”) and set Transcript Type to “Unofficial Transcript: General.” Student grades and GPA are considered confidential information and should not be shared.

Student Unofficial Academic Transcript The transcript will display in your web browser. GPA and other transcript totals are included on the bottom of the page. Student grades and GPA are considered confidential information and should not be shared.

View Student Holds Select “View Student Holds” to view holds on your advisees’ accounts that prevent registration.

View Student Holds All active holds will display under Administrative Holds. Previous holds, future holds, or holds that are deemed sensitive information will not display. All student holds are considered confidential and should not be shared.

Display Test Scores Select “Display Test Scores” to view test scores stored in Banner. Test scores are considered confidential and should not be shared.

Display Test Scores The Display Test Scores page allows advisors to view test scores stored in Banner. Test scores are considered confidential and should not be shared.

View Application to Graduate If your advisee has applied to graduate online, you can view their graduation application here.

View Application to Graduate This section will have a summary of your advisee’s graduation application.

View Degree Requirements in Degree Works Click “View Degree Requirements in Degree Works” to access Degree Works and your advisees’ degree audits. You can access this page without selecting a term or advisee in Term Selection or ID Selection.

View Degree Requirements in Degree Works Click “View Degree Audits” to access Degree Works. This link will take you out of Self-Service Banner.

View Degree Requirements in Degree Works Select a student from the drop-down menu to view their audit. When you are ready to return to Self-Service Banner, click the “Back to Self Service” link in the top left corner of the page. This link will return you to the Faculty Menu. If you spend more than 60 minutes in Degree Works, you may be required to return to the Faculty Self-Service webpage to log back in to Self-Service Banner.

Frequently Asked Questions

Thank You Thank you in advance for your help with a successful Web for Faculty implementation!