BANNER 8 - SSASECTUpdated October 02, 2012

IntroductionThe 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.

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…

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

Step 1: Making a course inactive (Continued)

Click on Start Date, then then on the ‘Remove Record’ icon and save.

Remove Record Icon

Step 1: Making a course inactive (Continued)

Under the Course Information tab, double click on the Status field, choose ‘I’ and ‘Save.’

Step 2: Adding a courseBefore 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 courseEnter 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 ManualSee 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: regtory73Click on Banner Administrative System ManualOpen 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 InstructorsThe steps to follow when assigning an instructor ‘new’ to Carleton:

1. Get Banner ID from Human Resources;

2. Give the Banner ID to SES to activate;

3. SES will notify you when the instructor is active;

4. 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 );

Cont: Link Coding

Link Coding for the lecture

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 Long Text is no longer displayed in

Carleton Central!

Section Text will be 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)

We base room assignment on this ‘grouped’

enrolment

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).

Cont: Cross-Listed Courses (Option Two)

We base room assignment on this ‘grouped’

enrolment

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.

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

45

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

46

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 ManualFor 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: regtory73Click on Coordinated Timetable, Departmental Timetabling Coordinators

Contact Us

Email: timetabling@carleton.caJamie Carmichael: ext. 3588Julia Piatigorskaia: ext. 8877Phay Mui: ext. 8803Amy Resmer: ext. 3009