Banner COC Credentialing Tool Overview

The Data Center has designed some screens in BANNER to track instructors’ academic, certification, and experience credentials. Several BANNER screens are used to enter this information. If at any point in these instructions you are denied access to a form, please contact your supervisor who can in-turn request that BANNER support give you access to the form in question. Login to BANNER and proceed with the steps below. If you see this screen – Click No!

SIAINST (Faculty Advisor Information) Note: This step must be completed in order to proceed. This info is typically input when a new instructor is assigned a course to teach. Input is usually by the Academic Affairs Administrative Assistant.

SIAINST (Faculty Advisor Information) Note: This step must be completed in order for instructors to show up only one time on the Roster and Matrix (according to their primary area of responsibility). The first step in the process is to access the form SIAINST. Press “Ctrl” and “Page down” bring you into the “Faculty Member Base Details”

field. From the menu bar, select Options then choose Faculty Contract, College and Department. Press “Ctrl” and “Page down” to get to the Faculty College and Department section. Check the Home box. From the Department dropdown menu, select the appropriate numerical code from the Department Validation (STVDEPT) to reflect the area of primary teaching responsibility. Save. If you do not find a department code, contact your Registrar so that it can be entered and appear in the validation selection. Note: This is an ongoing process. Every time a new faculty member is added in Banner, this step should be completed.

SCACRSE - Entry for marking appropriate general education courses as well as all the courses listed in the TCSG Articulation Agreements for SACS Accredited Colleges (Georgia Board of Regents agreement and the Georgia Independent Colleges Association) so that they appear on the Roster and Matrix as “UT.” Courses listed in institutional articulated transfer agreements should also be marked.

Enter the SCACRSE screen. Press “Ctrl” and “Page down” 4 times to get to the Schedule Type screen. Select TRF from the Schedule dropdown. Save.

SIAFDEG-Entry for Colleges attended, Degrees, and Majors The first step in the process is to access the form SIAFDEG. Type in the BANNER form name and press enter. The Faculty Degree Information form will appear. If you have the ID of the instructor that you would like to document, you may enter it in the ID field. If not, you may type the instructor’s name in this format (Last Name, First Name) and press enter. We highly recommend including faculty ID numbers on printed faculty credential forms for easy reference. The Data Center Matrix and Roster reports now include faculty ID numbers.

If there are duplicate IDs for the instructor, the ID that starts with 9000 is generally the correct one to use. If there are more than two IDs for the instructor that begin with 9000 or a number other that a SSN, records may need to be merged. In this case, contact BANNER support to help in resolving this issue. Typically, after entering the instructor’s name and pressing enter, you should receive a warning that the following information is confidential. Click “OK” to confirm the message, and continue.

The first items that need to be entered are the institutions that this instructor has previously attended. This block is labeled on the BANNER screen as “Prior College”. Double click the drop down arrow to the right of the “Prior College” field and the “Source or Background Institution” query screen will appear.

In the “Name” field, type in the name of the institution that you would like to populate into the “Prior College” field. (Hint: It’s easier to type just the beginning of the name of the institution with a “%” percent sign at the end of the name and then press F8. A search will be executed which will bring back a close list of possible choices for you to select from).

Once you have chosen an institution, double click on the “Type” field and the and the screen will revert back to the SIAFDEG form and populate the “Prior College” field with the correct code with the name of the college to the right of the field. BANNER DEFECT: You may receive an error when trying to update the “Prior College” field. "Cannot update Prior College, Admissions request code used for another record” may be displayed when a second college is added where both colleges have the same Admissions Request Code defined on STVSBGI. Workaround: Temporarily remove Admissions Request Code from STVSBGI, then add 2nd college on SIAFDEG, then replace Admissions Request Code on STVSBGI.

Using the hard copy record of the instructor’s college or institutional transcript, enter the date the transcript was received and the date the transcript was reviewed. Check the block marked “Official” if this is an official transcript. The date should be enter in the format DD-MMM-YYYY (i.e., 01-JAN-2007). *All other information may be entered, but is not required.

Press “F10” to save the entry. You should receive a message at the bottom of the screen that the record was saved.

Press “Ctrl” and “Page down” bring you into the “Degree Details” field. Your cursor should now be in the “Degree” field. From the hardcopy transcript for the instructor, determine the type of degree this person was awarded. Click on the drop down button to the right of the degree field and locate the degree in the list. Select it from the list and click “OK”. Note: Only enter in Banner the information for which you can provide the evidence from the faculty credentials/personnel file. (Official transcripts, letters of employment to document work experience, documented excellence in teaching, certifications, etc.)

The degree will be populated into the “Degree” field.

From the hardcopy transcript for the instructor, determine the date that the instructor began working on and completed this degree and enter these dates into the “Attended From” field and the “Attended to” fields. Enter the date that the degree was conferred in the “Date” field. * It is not necessary to enter any data into the other fields in this data block.

Press the “F10” key to save the record. You should receive a message at the bottom of the screen that that record was saved.

Press “CTRL” and “Page Down” and the “Majors, Minors, Concentrations” data field will be displayed.

From the hardcopy transcript for this instructor, determine the major for this instructor. Click on the dropdown menu to the right of the “Major” field and choose the closest match from the list. Do not use the codes that contain non-numerics. The numeric codes we created by the data center and are standard. Select the correct major from the list and click on “OK”. If the Major Field remains blank, you will receive an error message. You must choose a major as close as possible to the major on the transcript.

The major will be populated into the “Major” field.

Press “F10” to save the record.

Press “Ctrl” and “Page Up” to return to the beginning of the SIAFDEG form. This procedure should be followed for each college and degree associated with each instructor. Close the SIAFDEG entry screen. You should be returned to the Banner General Menu screen.

ZSAFACQ-Entry of Courses, experience, and certifications used for justification of classes taught Once the Institutions that an instructor has attended have been entered, the individual courses that the instructor completed at each institution must be entered. These courses will be “matched” to courses taught by the instructor. The match is based on the competencies of the courses taught here, and the relevance to the courses completed by the instructors. Enter the form name ZSAFACQ and press enter. The ZSAFACQ screen should appear. The ID and name of the instructor that you used in the previous step should be populated into the “ID” filed and the “Name” field. Notice that the “Academic” tab is dark blue and selected at this point.

Click in the “Prior College” field and the first institution you entered should appear. If you would like to select a different institution to work from, use the down arrow key and the other institutions you entered in the previous step will appear.

If the instructor received more than one degree from the prior college listed, you may need to select a different degree or major from the “Degree Details” data block or the “Majors” data block to correctly represent the courses you are about to enter. Press “Ctrl” “Page Down” until you reach the “Courses” data block. The “Subject & Course” block should be selected at this point. The “Course ID” and the “Activity Date” fields will be populated automatically when the record is saved. From the instructor’s hardcopy transcript, locate the first course that is applicable to justify the curriculum that he or she is teaching. Enter the course in the “Subject & Course” field. It should be in the format: MAT 100 (all caps with a space between the subject and number). Move to the “Course Title” field and enter the name of the course. Move to the “Course Hours” field and enter the number of credit hours received for this course. Click the radio button to distinguish if these were “semester hours” or “quarter hours”.

Press “F10” to save the entry.

Notice that the “Course ID” and the “Activity Date” fields have now been populated. Click inside the “Subject & Course” field and press the “down arrow” key once. The field should open up a blank field for entry of a new Course record. Repeat the steps above until all the pertinent courses for this degree have been entered. (Note: It is not necessary to enter courses that obviously do not relate to the curriculum the instructor delivers. i.e., TENNIS is a physical education class, which would in no way relate to the Criminal Justice program used in the example above). Entering Experience: Note: Only enter in Banner the information for which you can provide the evidence from the faculty credentials/personnel file. (Letters of employment, previous job description, etc. to document work experience) Resume` is not considered official documentation. It is the word of the employee. Enter the form name ZSAFACQ and press enter. The ZSAFACQ screen should appear. The ID and name of the instructor that you used in the previous step should be populated into the “ID” filed and the “Name” field. Notice that the “Academic” tab is dark blue and selected at this point. Click in the “Prior College” field and the first institution you entered should appear. Notice that the other tabs (Academic Orphans, Experience, Certification, and Justification) are now a darker shade of gray that can be selected. Click on the “Experience” tab.

The “Employment ID” field and the “Activity Date” field will be created when the record is saved. Enter the employer name in the “Employer” field. Enter the job title that the instructor held in the “Job Title” field. Enter a start and end date in the “Start Date” and “End Date” fields. In the “Comment” field, enter any explanatory information that describes the experience that this instructor acquired from this job that is pertinent to their current teaching position.

Press “F10” to save the entry.

Entering Certifications: Note: Only enter in Banner the information for which you can provide the evidence from the faculty credentials/personnel file. (Certifications, licensures, etc.) Enter the form name ZSAFACQ and press enter. The ZSAFACQ screen should appear. The ID and name of the instructor that you used in the previous step should be populated into the “ID” filed and the “Name” field. Notice that the “Academic” tab is dark blue and selected at this point. Click in the “Prior College” field and the first institution you entered should appear. Notice that the other tabs (Academic Orphans, Experience, Certification, and Justification) are now a darker shade of gray that can be selected. Click on the “Certification” tab.

Certifications are entered in much the same way as experience. The “Certification ID” and the “Activity Date” fields will be updated automatically when the record is saved. Click inside the “Name/Title/Description” field and enter the certification name. Move to the “Granting Agency” field and enter the granting agency. Move to the “Comment” field and enter any explanatory information that describes how this certification is pertinent to their current teaching position. Move to the “Date Certificate Received” field and enter the date received. Move to the “Expiration Date” field and enter the expiration date. Press “F10” to save the entry.

Justification: Enter the form name ZSAFACQ and press enter. The ZSAFACQ screen should appear. The ID and name of the instructor that you used in the previous step should be populated into the “ID” filed and the “Name” field. Notice that the “Academic” tab is dark blue and selected at this point. Click in the “Prior College” field and the first institution you entered should appear. Notice that the other tabs (Academic Orphans, Experience, Certification, and Justification) are now a darker shade of gray that can be selected. Click on the “Justification” tab.

Determine the earliest term that you would like to document justifications for this instructor. Click once on the drop-down arrow to the right of the “Term” field. The “Term Code Validation” selection list will be displayed. Justifications for the course will be displayed on the Roster and Matrix beginning with the Term you select. Think before you input!

Select the term you would like to begin working from and click “OK”. The term you selected will be populated into the Term code field.

Click on the drop-down arrow to the right of the “Courses Taught” field and select the first course that you would like to justify from the “Courses Taught by Faculty in Selected Term” list.

Click “OK” and the “Courses Taught” field will be populated.

Press “Ctrl” and “Page Down” and notice that the “Course Competencies” data block is populated with the competencies for this course.

Also notice that the institutions that the instructor attended and the courses they took at those respective institutions are listed in the Faculty Justification data block.

Select any course work from the list and use the selection buttons to move these courses to the “Academic Qualifications Selected” data block. Click on the “Save” button when you are satisfied with you choices. The other tabs which contain “Academic Comment”, “Experience”, “Experience Comment”, “Certification” and “Certification Comment” are added to the justification section in the same manner. Justification links need to be completed for all the courses that an instructor teaches. We have requested from the Data Center the ability to select multiple courses at once rather than having to select individual courses then scroll back down to select another course. (Don’t hold your breath. This may not even be possible due to the way Banner is set up.) Consider the “whole person” when justifying a faculty member to teach a course. In some cases, work experience or a certification may be more relevant to the competencies being taught than their academic qualifications. Review the competencies of each course to ensure you have each competency covered with a relevant qualification. Select ONLY qualifications that are relevant to what is being taught. Don’t overkill. Utilize the Comment Fields – especially for Certifications. Select Justification Tab Select the Term Select the Course Press “Ctrl” and “Page Down” Select the Certification Comment Tab Select Sequence ID dropdown – choose the certification/licensure for which you want to add the comment

Input the comment in the Explanatory Comment Field. Click Save Certification Explanatory Comment Remember to repeat these steps for each course that needs the explanation.

Remember that expiration dates on certifications and licensures must be updated! If not, the licensure will not appear on rosters/matrices after the term in which the expiration date occurs. A TCSG Data Center Report #LB282 COC Faculty Exception Report: Expired Credentials is now available to pull instructor, ID#, Description of Certification, Agency, Date Received Certification/Licensure, and Expiration date by Term. This report is grouped by primary area as selected in the SIAINST - STVDEPT.

Academic Orphans Academic Orphans occur when you update or delete an instructor’s degree type or major code (SIAFDEG screen) that has courses linked to it (ZSAFACQ screen). You can reattach the orphaned ZSAFACQ records to the new or updated degree. Access the ZSAFACQ screen, click on the Academic Orphan tab. Select the orphaned institution. Click “Update Orphan Record”. This will put the institution down in the Faculty Degree Listing. Do this for all orphaned records. Now, you will be able to justify the courses linked to those institutions\degrees. Always check for orphans.