Banner Access the Process

Banner access – the process!

1. Where are Minerva/Banner access forms found on the web?

i) Security designates – http://www.mcgill.ca/minerva-admin/general/authorization/designates/

ii) Training Courses – http://www.mcgill.ca/ics/training/banner/calendar/

iii) SIS Banner Authorization form – http://www.is.mcgill.ca/minerva/General_information/sis_authorization.pdf

iv) Information on Restricted Courses for McGill staff – http://www.mcgill.ca/ics/training/banner/restrict/

2. Guidelines for completing the security forms.

New users must attend the Banner Course Gen 200 at which time the instructor of the course will be telling the attendees how to complete the form and the appropriate routing.

There are routing instructions at the top of the form [iii) above] as well as information at - http://www.is.mcgill.ca/minerva/General_information/userid.htm.

3. Who is responsible for requesting user access to Minerva/Banner functionality?

This is dependant on the type of request:

i) A new staff member – their immediate supervisor should know what access is required and must approve the request prior to forwarding to the Security Designate. ii) A current staff member requiring additional access – should make the request of their supervisor prior to forwarding to the Security Designate. iii) On the other hand, the in house SIS Specialist should be involved in this situation to ensure both the staff member and supervisor know the only people who should be signing off on the form is the security designate and nobody else. Also, the SIS Specialist should be able to tell the faculty offices exactly what Banner courses to take.

4. Who is responsible for granting access to the Minerva/Banner forms?

ARR is responsible for coordinating access. The first point of contact is Elvira Chiappetta ([email protected]) for both Banner and MINERVA. 5. Map out the stages of approval/signatures required for obtaining access.

Following completion of the GEN200 course the user should complete the Banner Authorization Form and then submit it to there supervisor who in turn should make any necessary changes prior to forwarding the form to the unit Security Designate. After signing the form, the Security Designate should send/fax the form to ARR local 4893 attention Elvira.

6. What is GEN200?

This is the building block course for Banner and includes an introduction to Banner, searching techniques, and is a prerequisite for subsequent Banner courses. Please see http://www.mcgill.ca/ics/training/banner/sistraining/#gen200 for a fuller description of the course.

7. How is access to Minerva Reports granted?

These requests should be sent by the Security Designate with approval from the employee’s supervisor to ARR ([email protected]) for both Student Records and Admissions reports. A user must have Minerva access prior to making the request. Minerva reports, typically, are not given to departmental level staff (undergraduate) but usually to Student Affairs Office staff.

8. How is access to graduate forms and graduate reports granted?

Access to Graduate Admissions requires the additional approval of the Graduate and Post- Doctoral Studies office. Banner authorization forms received in ARR without GPSO sign-off will be routed to that office (Laurens Verkade). Only then will access to graduate admissions be given. Users needing access to Minerva Reports for Grad Students in their department should make the request on the same form. Access and Reports access will only be given for students associated with the appropriate Admin Unit.

8a. Are casual staff members granted access in the same manner as regular staff for Grad Studies?

Grad Studies will not approve access for short term (up to a few weeks) casuals. However, Casual staff filling in for such things as maternity leaves and disability leaves will be approved by GPSO for access the same as the person they are replacing had.

9. How does an advisor obtain access to the Graduation Approval Menu?

ARR requires an e-mail from the unit Security Designate indicating the user’s Banner ID along with the Faculty and Department affiliation (admin unit). In addition to Graduation Approval, access will be granted to graduation list, the advising transcript, and degree evaluation.

10. When is it appropriate to use the Instructor Creation form? Who receives and processes the request once it is faxed to the number provided?

The Instructor Creation Form; http://www.is.mcgill.ca/minerva/student/class_schedule/instructor_info_creation_form.pdf, should only be used if a person who needs to be activated as an instructor on a course does not have a McGill ID number AND will not be appointed until sometime in the future. The form is faxed to Human Resources who will create the person.

ARR ([email protected]) should be informed, by E-Mail if possible, of the requirement to have a person activated as an instructor on Banner. The e-mail must contain the person’s full name and McGill ID number and come from the appropriate Security Designate.

Elvira Chiappetta Steve Olive