Student Registration Project 1 Excellence in Administration - Student Registration Project Full-Time Registrations Training Banner 2011

Student Registration Project1

Excellence in Administration - Student Registration Project

Full-Time Registrations Training

Banner 2011


Registration Service

AGENDA

• Pre-Registration Activities• Student PINs• InfoPacks by Email for Returning Students• InfoPacks by Post for CAO & New Entrants• InfoPack Auditing• Web Registration Changes• Bank Giro Requests (Web Reg & Registration website requests)• Third Party Giro and Statement• Processing Payment via SFAREGS• Enrolment Statuses• Student Bereavement Protocol & Clause E


Pre-Registrations

Registration Preparations

Before the Full-Time Registration activities an commence for the new academic term, the following processes & actions must be completed:

• Term Roll completed.• New Programmes and Modules approved and live in Banner system.• All fees approved for new Term and live in Banner system.• Progression process complete: Students records set-up with status EL for new

term in Banner. • In the case of CAO new-entrants; the first CAO run should be completed. • Web Registration InfoPack and email text agreed and updated in Banner.• Registration Service support in place.• DIT Registration website updated.• Registration & ID Card collection schedules posted on-line.


Pre-Registrations

Re-Enabling Student PINs

When you are ready to generate the first Web Registration InfoPacks, you will need to confirm that the relevant student PINS are re-enabled.

In most instances student PINs should already have been re-enabled following the publication of student results on the Student Self-Service system.

To query which students’ PINs are disabled, you should run Student Pin Disabled Report from GZTPIND.

Alternatively, you could run the ‘Audit of InfoPacks which have not been Generated’ report from InfoView. This will list the PIN status for students on a given Block Code(s).


Pre-Registrations

Student PIN Disabled Report


Pre-Registrations

Re-Enabling a ‘Block’ of Student PINs - GZTPINE

Where an entire group of students on a block / programme year have not had their PINs re-enabled, you should re-enable their PINs from GZTPINE.

From GTZPINE, enter the following parameters: – Term Code, Programme and Year.– Select Re-enable Pins followed by Proceed

to perform function.– Only PINs with code DPOS (Disable PIN Off Season)

are re-enabled.– If you wish to review which PINs have been re-enabled,

select the Student PIN Re-enabled Report

from the Options menu.


Pre-Registrations

Re-enabling Individual Student PINs - GZTPIND

The status of individual student’s PIN (including reason code) can be viewed from GZTPIND (Disable PIN Management).

Student PINs with any reason code can be manually individually re-enabled or disabled from GZTPIND.

You should not re-enable a student’s PIN from GZTPIND unless you are completely satisfied that it is correct to do so.

Note that students who have outstanding fees from previous years will not be allowed to register for the coming term and must have a PIN code as DPOF (Disable Pin Outstanding Fees). Therefore, their PIN should remain disabled.

If you have checked TSAAREV and are satisfied that outstanding fees have been paid, then you can manually re-enable a student’s PIN who had previously been DPOF.


Pre-Registrations

Student PINs GZTPIND

To re-enable a student’s PIN from GZTPIND:

– Uncheck the ‘PIN Disabled?’ checkbox

and save.

– You can also review which PINs are disabled

by selecting the Student PIN Disabled Report

from the Options menu.


Generating InfoPacks

Returning Students

Once all the pre-registration activities are complete and the relevant student PINs have been re-enabled, web registration InfoPacks can be initially generated for returning students.

– Returning Students receive their InfoPacks by email.

– Students do not receive Giros with their InfoPacks.

– In the case of repeat students, InfoPack emails should be processed individually at a later date by the local offices upon receipt of student details from the Exams offices.



Returning Students

SZAINFO is used to generate email InfoPacks for returning students.

– InfoPacks can be run for a single student or all students in a ‘block’.

– ‘Signature’ & ‘Title’ are no longer required. Leave ‘blank’. All InfoPacks will contain the ‘Registration Manager’ title.

– InfoPack ‘Reprints’ can also be generated (if necessary). In the case of ‘returning’ students, this infers that emails will be re-sent.

Note: Ensure that your IE & Banner settings are configured correctly before trying to generate InfoPacks from SZAINFO. Try generating a Student Details Report from SZANAVI to test that you can run reports from Banner in advance. Please see http://appupdates.dit.ie/ for further details.

http://appupdates.dit.ie/



Returning Students

When generating InfoPacks from SZAINFO:

– Enter the following parameters:• Term Code (e.g. 201011)• Block Code (e.g. DT001/2)

– Select checkbox for All Students

(or enter individual student no.)– Select Generate Info Packs– If you wish to re-send InfoPacks emails,

check the Reprint checkbox.



Returning Students

When you select Generate Info Packs from SZAINFO, you will prompted with following message detailing the no. of students selected.

– You should expect all returning students to be selected for ‘email’ web packs. Note: Students who applied via the advanced entry (AE) process are the exception to this rule. These students are considered ‘new’ to DIT and will therefore be included as part of the paper web pack selection for new entrants.

– Select Proceed to continue.– You should then expect a confirmation message detailing the number of student

emails sent.– If an email could not be sent, you will receive a message detailing the student number

for which the email failed.



CAO & New Entrant Students

Once the first batch of CAO applicants have accepted their places on a DIT programme, you will be in a position to run web registration InfoPacks. InfoPacks can be also be generated for any ‘new’ direct entry students.Note: It takes overnight for a student’s email account to be activated. Therefore, the first batch of InfoPacks should only commence the following day.

– 1st Year Students will receive their InfoPacks by letter.– Students no longer receive Giros with their InfoPacks.

SZAINFO is used to generate letter InfoPacks for CAO & New Entrant students:– InfoPacks can be run for a single student or all students in a ‘block’.– Signature & Title is no longer required. All InfoPacks will contain ‘Registration Manager’

title.– InfoPack ‘Reprints’ can also be generated.

Note: Ensure that you Internet Explore & Banner settings are configured correctly before using SZAINFO.




When generating InfoPacks from SZAINFO:

– Enter the following parameters:• Term Code (e.g. 201011)• Block Code (e.g. DT001/1)

– Select checkbox for All Students

(or enter individual student no.)

– Select Generate Info Packs

– If you wish to reprint a batch of InfoPacks

check the Reprint checkbox.




When you select Generate Info Packs from SZAINFO, you will prompted with the following message detailing the no. of students selected.

– You should expect all CAO & New Entrant students to be selected for ‘paper’ web packs. Select Proceed to continue.

– A new browser window will open with a PDF document of all letter InfoPacks. – Do not close this browser window until you have saved or successfully printed your

letters.



InfoPacks Generation Audit

The following criteria must be met for an InfoPack to generate:

–Web Registration is open.–Student has an active ‘EL’ registrations record for the new term.–Student has a residency of E (EU). –Student’s PIN is enabled.–Student’s DIT email address is active.–Student has an active ‘Home Address’ record in Banner–Student must have a F/P indicator on SFAREGS.–Student has a valid attribute (year of study) for the current Term.–InfoPack was not already generated for the student.

Upon generation of InfoPack for any block of students, you may have students who did not meet the above criteria and therefore for whom an InfoPack did not generate.




You should check for any InfoPacks that did not generate using the new ‘Audit of InfoPacks which have not been Generated’ report in InfoView.

This report that will detail the list of students on a ‘block’ for which an InfoPack did not generate.

It will list the following:

– Block Code– Student ID– Student Name– Enrolment Status– PIN Disable Flag– PIN Reason Code– Residency– Email Status– Email Address

Note: Those flagged in red are the student attributes which are key to generating an InfoPack. This report highlights the reason why an InfoPack may not have generated..




You can also query a student record directly in Banner to see if an InfoPack had generated for an individual student.

To check if a student received an InfoPack, open GUIMAIL in Banner. Enter the Student ID and next block.

A WEB_INFO entry for the current term will indicate that a web registration InfoPack (letter or email) was generated for the student. The quantity will indicate the no. of times it was generated (i.e. includes re-prints).


Web Registration

Updating Personal Details

Students now have the opportunity to update the following personal information online:–Home Address–Home & Mobile Phone No.–Date of Birth*–PPS No.*–Nationality*–Bank Account Details for TLT students

*Note: Date of Birth, Nationality and PPS No. are now mandatory fields for the purpose of HEA returns. If no record exists for these entries, students must enter their details online or they will not be able to proceed with their web registration. While students must enter these details (where no record previously existed), they will not have access to change existing entries online. If a student has noticed this information is incorrect, they will need to contact the Registration Service staff by email to have it updated directly in Banner (subject to the necessary verification).

More information on the Web Registration process is available from the DIT Registration website

http://www.dit.ie/media/documents/services/registrations/DIT%20Online%20Web%20Registration%20User%20Guide.pdf


Web Registration

Registration & Online Fee Payment

All students will be brought to a registration confirmation screen where they will be required to register and pay fees. The following options are available:

–Full-time (F/T) students have the option to ‘Register Only’ (without paying fees)

–Where a F/T students chooses to ‘Register Only’, they will be given the option to request a bank giro.

–Part-time (P/T) students are obliged to ‘Register & Pay’. They must pay their registration fee online in order to formally register on their programme.

–Online payment can be made by debit card (Laser) or credit card (Visa or MasterCard).

–Once a student ‘Registers’ or ‘Register & Pays’, they will receive a confirmation email to their DIT email address. The student must bring this confirmation email with them when collecting their ID Card.


Web Registration Giro Requests

Bank Giro Requests (via Web Registration)

As mentioned previously, students who choose to ‘Register Only’ are given the opportunity to request a giro online.

When a student requests a giro online, this request will be saved in Banner on GUIMAIL.

The date ‘Initiated’ reflects the date the Giro was requested.

The date ‘Printed’ will reflect the date the Giro was generated.


Web Registration Giro Requests


To generate giros for students who have requested one via Web Registration, you use the standard ‘Generate Student Giros’ form TZPGENS.

There is now an additional checkbox labelled ‘Print Web Registration Giro Requests’.

Simply check the box, enter a ‘Payment Due Date’ and select ‘Generate GIROS’.

Note: You do not need to enter a Block Code or Student ID when generating ‘Web Reg Giro Requests’.All requests (not yet printed) will be generated.

You will be prompted with a message box detailingthe no. of giros and the total amount. Select Proceed to continue and a new browser window will open witha PDF document of all requested Giros.


Web Registration Giro Request

Bank Giro Requests - Reprints

If you run into a problem printing you giros (e.g. printer malfunction), you can re-print your batch of giros from TZPPRNT Re-print Giro Batch.

Note that the Banner user who printed the original batchmust the same user re-printing from TZPPRNT.

To find and re-print your batch:

– Enter TZPPRNT– Select the drop-down option beside Batch No.– Within the Batch Search window, select F8 to view all batches previously printed.– Select the batch you want based on the activity date.– Finally select Re-print Giros.– A new browser window will open with a PDF of the Giros to be re-printed.


Web Registration Giro Request


To support the management of online giro requests, an InfoView report has also been developed.

The ‘Web Registrations Giros Requested by Students’ report details all Giro requests in Banner which have not yet been generated.


Giro Requests

Bank Giro Requests (via Email or Reg. website)

Bank Giro requests can also be made directly to the Registration Service either via email, or using the website’s ‘I Need a Bank Giro’ function.

In all instances, students should be encouraged to use the ‘I need a Giro’ function on the Registrationswebsite.

Assuming the student requests a giro via the website, an email will be sent to [email protected] detailing the students request along with students programme and name details.

Such requests are not part of the automated web registration giro request process. Therefore, a giro request entry will not appear on GUIMAIL nor will they appear on the Giro Request InfoView report.

mailto:[email protected]


Student Giros

Bank Giro Requests (via Email or Reg. website)

When a direct giro request is made, you should simply generate a giro for the student using TZPGENS as normal. To do this you will need to know:

–Student ID–Programme or Block Code

Enter the parameters along with a payment due date and select Generate GirosNote: You do not check ‘Print Web Registration Giro request’

Remember if a giro was already generated for the student, you will need to generate a ‘reminder’ giro form TZPGENR (assuming the payment due date has passed).

To check what giros have been generated and/or paid for a given student, query TZAINVS.


Third Party Giros

Third Party Giro Generation

For those Level 8 & Level 9 students who have been awarded funding from their local authority, the liability of either all or a portion of the student fees will have been transferred to that local authority.

It is therefore necessary to invoice those local authorities for any outstanding fees they may be liable for.Note: Third Party giros are not generated for students in receipt of TLT grants from VECs

This invoicing is done by means of the Third Party giro generation form - TZPGENT and Third Party reminder giro generation form - TZPGENP (where necessary).

Payment Due date on original giro must have passed before you will be able to print Reminder Giros.


Third Party Giros

The input parameters to generate Giros on TZPGENP or TZPGENR include:

–Term Code–Summary Details checkbox–All Third Parties checkbox–All Students checkbox–Programme Block Code (e.g. DT366/1)–Payment due date–Giro Comments

To produce Giros, simply select Generate Giros and then proceed.

Two browser windows should open (an audit log and the actual giros). Giros should be printed on the appropriate Giro stationery.

Third Party Giro Generation


Third Party Giros

TZPGENT – Third Party Giro form


Third Party Statement


The Third Party Statement report in InfoView can also be used to invoice a Local Authority or Third Party for all student fees they are liable for.

The format of the report is akin to a Statement and details all students (including fee amount) for which a given Third Party is liable for.

The Third Party has the option to pay by EFT or Cheque.

Upon receipt of payment, third party accounts are then reconciled.




Third Party Statement (Fees and Grants category)


Processing Payment

SFAREGS – Credit Card Payments

From SFAREGS you can process a credit or debit card payment for the student.

This can be done for both full-time and part-time students.

To select a payment option on SFAREGS, you must first trigger ‘Fee Assessment’ by saving twice from within the Registration tab.

You will be prompted with the message: Fee Assessment Processed. Select OK.

At the bottom of the form, you should now notice the Card Payment option.

Select the Card Payment button to proceed with processing the payment.


Processing Payment


You will then be prompted with a screen detailing the payment amount liable for the student.

You can opt to override this amount by checking ‘Override Amount’ checkbox and inserting a new amount.

To continue, select Proceed.

You will then be brought to a newbrowser window detailing a transaction number andtransaction amount.

Click Proceed to Payment.


Processing Payment


Finally, you enter the student’s Credit / Debit Card details and select Pay Now.

You should then expect a confirmation ofpayment or notification of a declinedtransaction.

You should now return to SFAREGS toupdate the student’s enrolment status toRE (registered), where appropriate.

You can also print a receipt from SFAREGS by selecting the option from the bottom of the form.Note: You should first rollback and next block into the form before printing a receipt.


Changing student’s Enrolment Status

SFAREGS – Updating Enrolment Status

There are various enrolment status on SFAREGS to code a student.

Every student is initially set-up with a status code of EL (Eligible to Register).

Upon registration, they are updated to RE (Registered).

If a student never takes up their place or never registers, their enrolment status is updated to PN (Person Not Attending).

External Repeat students will have an enrolment status of XR

Students who formally withdraw or defer will be updated with the appropriate withdrawal / deferral status code.

Note: Withdrawal and Deferred status codes are date dependent. Only certain codes can be used at a given time during the academic year.


Changing student’s Enrolment Status

SFAREGS – Updating Enrolment Status

The full list of enrolment status available from SFAREGS is as follows


Student Bereavement Protocol

Deceased Student in Banner

Information concerning the death of a student may come from a variety of different sources.

The College Administrator is the Key Figure to whom the information about the death of a student should be made known.

The Student Bereavement Protocol document outlines the protocol in relation to such a death.

In the context of updating a deceased student’s record in Banner, the steps as outlined in the Registrations User-guide should be followed.

http://intranet.dit.ie/mis2/UserGuides/docs/trainingManuals/Banr2000%20-%20Registration%20Service%20Operational%20Manual.pdf#page=224


Section 5 (Clause E)

Free fees Initiative Critical Illness Claim

Where a student has satisfied the criteria to re-attend and re-sit a year in DIT on the basis of a certified medical reasons, that student is re-registered for the new term as normal. They are not to be coded as a repeat student.

The student is progressed into the new term with the same year of study.

Their grant record should reflect the appropriate free fees funding codes (e.g. 00 / 20 – Standard Non-Aided).

Their rate code for F/T students will be FULL.

Their student type should reflect the level of the student.(e.g. U – Undergraduate).


Thank You!

• Please refer to the Banner website for further information &

documentation including Training Guides, User Guides, FAQs and any new updates or important information.

http://intranet.dit.ie/mis2/DITBannerHomepage.htm

• If you have encounter any specific functional or technical problems with Banner, please contact the Support Desk on 3123 or e-mail [email protected]

http://intranet.dit.ie/mis2/DITBannerHomepage.htm

mailto:[email protected]

Documents

Student Registration Project 1 Excellence in Administration - Student Registration Project Full-Time Registrations Training Banner 2011