Examination Processing Manual - Banner 9

Running Processes

Unrolling Grades

To Unroll Grades from a Section:

1. SHAUNRL
2. Enter Term, enter CRN.
3. Click Unroll from Academic History.
4. Select Retain Grade (so grade can be seen again in SFAALST and remains on the Registration Record) or Remove Grade (to remove the grade completely from the Registration Record).
5. Save

To Unroll Grades from an Individual Student:

1. SHATCKN
2. Enter Student ID, Term, Select Schedule for Validation check up
3. Go
4. Select the CRN you want to unroll
5. Click Delete
6. On the Pop up box select either Retain Grade (so grade can be seen again in SFAALST and remains on the Registration Record) or Remove Grade (to remove the grade completely from the Registration Record)

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Credits Missing from Broadsheet

Reasons for Credits Missing from Broadsheet:

• Has a module been registered with an incorrect CRN or are credits missing from CRN (SFAREGS)?
• Is compliance met (SMICRLT)? If not met, check to see how many Credits Used are missing?
• Is the grade term in SHADEGR correct? (Will only have SHADEGR record if graduation year)
• Has the student changed programmes at any stage (SMASARA)?
• Are there any modules with Include / exclude that are not matching (SHACRSE)? Follow Steps:

Steps to Check and Fix Credits Missing:

1. SHACRSE
2. Check through the list to see if there are any included / excluded modules not aligned.
3. If a module is included or excluded twice, check the Hour Credits to see if match the amount of credits missing.
4. By having the same module excluded twice or included twice, the credits will not be added correctly to their account. A module must have one include and one exclude to balance the credits correctly.
5. SHATCKN
6. Student ID
7. Term (Confirm correct term with school)
8. Page Down
9. Scroll down to module required
10. TAB over to REPEAT column
11. Double click on Include / Exclude to open drop down box
12. Select correct option needed
13. F10 -- SAVE
14. Run a Wrapper

Note: Process wrapper & a pre-Broadsheet Run.

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Award Class Issues

Academic Standing Issues

Area Adjustment

Steps to Perform an Area Adjustment:

1. SMASARA
2. Enter Student ID
3. The student's Catalog Term
4. Area: (Example: DK_IMILM_8_YR4 -- Enter: IMILM8_4)
5. Next Block
6. If the General Requirements and Course Attachment boxes are greyed out or have a tick through them, this means there is already an adjustment on this area. You cannot continue.
7. If all boxes are blank and you don't get a pop-up then Roll Back to the key block and continue from Step 8.
8. If you get a message saying the ID Must Exist in the Student Library:
   1. Click Add
   2. Check the ID is correct
   3. F10 and click Return
   4. CTRL & Q to get out of Library
9. Related, Default All
10. Type in the Area (Example: DK_IMILM_8_YR4 -- Enter: IMILM8_4)
11. Area Term (this is the "new" Catalog Term you want Compliance assign to this student).
12. Click Process Default
13. Select Course Attachment
14. Add / Remove modules OR amend credits
15. F10 Save
16. When adjustments are finished, run the Wrapper for either the student or the programme.
17. You must also do an Award Area adjustment if the student is in an award year. (Example: DK_IMILM_8_AW -- Enter: IMILM8_AW)

Repeats may not be as straightforward and you may need to look at individual subjects.

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Award GPA Missing (NNMTL_8)

Award GPA will not appear on broadsheet (SEP) as the module the student repeated wasn't part of the Award calculation / not in the award area. The Award GPA will appear on the result list that goes to Academic Council and will appear on the transcript.

In this case, the award GPA will need to be handwritten onto Broadsheet.

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Award Missing - Student is Missing from June Line on Broadsheet

Reasons for Term Line Missing from Broadsheet:

If the student is missing June line in the broadsheet, they could be on a yearlong programme that runs over 2 semesters (Starts in January, ends in December). They appear on the broadsheet as year 2 student, when the rest students are year 1. The year will need to change from year 2 back to year one.

Steps to Fix:

1. SGASTDN
2. Student ID
3. Current Term & Go
4. Related
5. Student Cohorts and Attributes
6. Page Down x2
7. Attribute Code - Enter in New Year (Y1)
8. F10 -- SAVE
9. Run a Wrapper
10. Pre-Broadsheet Run
11. Broadsheet Load

Note: If the award year doesn't appear for student, could be wrong year in attributes, make sure it is current academic year in attribute. Make sure that information in student attributes and cohort corresponds with SFAREGS. If a student completed their final year but had a repeat module from a previous year, which they retook during the August session, the award classification will not appear in the broadsheet because the module is from second year while the student is listed as third year. In this case, the student's attributes and cohort need to be changed to second year, and a pre-broadsheet load should be run.

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No Credits Showing in CRN

Steps to Fix:

1. Make note of CRN, Subject & Course code
2. SSASECT
3. Enter Current Term
4. CRN
5. GO
6. Tab down to billing Hours
7. Enter correct credit hours (If you don't know what the credit hours are, go to SHACRSE and look for previous term CRN for same module and it will show credit hours)
8. F10 -- Save
9. SFAREGS
10. Term -- Student Number -- GO
11. Page Down
12. Go to CRN & Tab over to Credit Hours
13. Manually enter in Credit hours -- Tab
14. F10 -- Save
15. SHATCKN
16. Student Number -- Term -- Go
17. Highlight CRN in question -- then page down to Grades Sections
18. F6 -- To add a new line
19. Enter same information & grade as previously entered by Academic
20. Credit Hours -- Enter in correct hours
21. Change Reason -- OE
22. F10 -- Save
23. Run Wrapper -- Pre-Broadsheet -- Broadsheet Load

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Modules Missing from Broadsheet

Steps to Check and Fix:

1. Is compliance met /Grade is entered and rolled? (SMICRLT)
2. Are all modules registered in (SFAREGS)? Take Screenshot of list of modules as reference.
3. Check the student Catalog Term (SGASTDN -- Curriculum Tab -- take note of catalog term & Programme name (i.e., DK_IMILM_8_YR4).
4. Compare the module(s) are the same from SFAREGS are listed in the Area for the students Catalog Term, you can check this in (SMAAREA)? Page down x5 (Take note of "From Term")

If there are modules missing from list in SMAAREA compared to your list in SFAREGS & the "From Term" is dated after student Catalog Term, this means that the Programme has changed and the student does not meet compliance as they have a different Catalog Term.

Steps to Perform an Area Adjustment:

1. SMASARA
2. Enter Student ID
3. The student's Catalog Term
4. Area: (Example: DK_IMILM_8_YR4 -- Enter: IMILM8_4)
5. Next Block
6. If the General Requirements and Course Attachment boxes are greyed out or have a tick through them, this means there is already an adjustment on this area. You cannot continue.
7. If all boxes are blank and you don't get a pop-up then Roll Back to the key block and continue from Step 8.
8. If you get a message saying the ID Must Exist in the Student Library:
   1. Click Add
   2. Check the ID is correct
   3. F10 and click Return
   4. CTRL & Q to get out of Library
9. Related, Default All
10. Type in the Area (Example: DK_IMILM_8_YR4 -- Enter: IMILM8_4)
11. Area Term (this is the "new" Catalog Term you want Compliance assign to this student).
12. Click Process Default
13. When adjustments are finished, run the Wrapper for either the student or the programme.
14. You must also do an Award Area adjustment if the student is in an award year. (Example: DK_IMILM_8_AW -- Enter: IMILM8_AW)

Repeats may not be as straightforward and you may need to look at individual subjects.

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Manually Changing Grades

Student has two SHADEGR records / appears twice on broadsheet

Reasons:

• They repeated the year
• They changed programme
• Is the grade term in SHADEGR correct?

Steps to Fix:

1. SHADEGR
2. Student ID
3. Double click on Degree Seq (...)
4. Select record you want to delete (make sure it's the right one) (Double click)
5. Page Down
6. Down Page
7. Delete
8. Run wrapper / prebroadsheet load
9. Student should now appear only once on Broadsheet now

OR

Running the Purge Process to Remove a Compliance Record:

1. Check SMICRLT to ensure that there is a record for both programmes in the current year (this will be when you press F9 in Request Number in the keyblock).
2. Note the Compliance Date for the incorrect programme.
3. SMPCPRG
4. Enter the following fields:
   1. 01 -- U
   2. 02 -- Compliance Date for incorrect programme
   3. 03 -- Compliance Date for incorrect programme
   4. 04 -- Student ID (for student appearing on both programmes)
   5. 05 - %
   6. 06 - %
   7. 07 -- P
   8. 08 -- R
   9. 09 -- N
   10. 10 -- leave blank
   11. 11 -- U
   12. 12 -- N
5. Next Block & Save (F10)
6. Once the process is run, check SMICRLT again and the incorrect programme should be gone from the Request Number list.
7. Load processes will need to be run to have the student only appear on the correct Broadsheet.

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Registering Repeat CRN on Old Programme

Query Email:

Student Year 4 General Nursing D00XXXXXX Deferred her Internship Module PLCE N8143 in 2021/2022 on the old programme code DK_NPNUR_8. Can she be registered to the Deferred CRN 76669?

Reply from Olly:

If the student is DX, then they are normally put on the old programme. There would have to be an agreement that the student could transfer to a whole new programme, and adjustments etc have to be done. I did one yesterday that Sinead asked me to on this programme but she said that it was agreed to allow that other student to graduate on the new programme. Basically, without proper consideration etc they can't just change a student's programme. DX and RX are always put on the "old" CRN and consequently they are on the original programme.

Confirmed from School:

They DO NOT want her to graduate on new programme but still won't let you register CRN, follow below steps:

1. SFERAGS
2. Enter Term / Student number
3. Change Date -- change the date to any date in May
4. GO
5. Register CRN as normal
6. F10 x3 - Save

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How to Generate Transcripts

Steps to Generate Transcripts:

1. SZRGMEX
2. Page Down
3. Printer: DATABASE (All Caps)
4. Page Down
5. Enter all information were highlighted below: (Yellow info must always stay the same as below)
6. TAB down to Student ID (Very important to put in student number otherwise will generate full school!!)
7. Page Down
8. TICK Save Parameter Set as
9. F10 (if the green log file appears in top right corner of screen, this doesn't mean it is complete)
10. Take note of Wrapper File number in case this needed to be checked at a later stage
11. Wait a minute
12. Select Related in top right hand corner of screen
13. Review Output (GJIREVO) -- (If error appears, the wrapper is not complete, "Ctrl + Q, wait")
14. File Name: F9
15. Select first highlighted file name with highest Record Count
16. OK
17. Scroll down page until you see "XX records processed"
18. Transcripts will then be loaded to Digitary
19. Email School to advise and send transcripts to student through Digitary.

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Checking Components of a Module

Reasons for Checking Components of a Module:

A module can have up to 3 components, for example:

• Final Exam
• Continuous Assessment
• Practical

The student is graded per component, which will make up the full module grade. If compliance is not met OR registering repeat modules for a student, you can check the components of the module.

Steps to Check Components:

1. SHAGCOM
2. Enter current Term
3. Enter CRN
4. GO

You can also check components through SHACRSE:

1. SHACRSE
2. Student number
3. Leave Term Blank
4. GO
5. Select the magnifying glass icon to the left of the module you wish to check
6. Below Course Detail, select "Components"

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How to Run a Final Grades Load

If there has been a change to broadsheet and new grades have been updated, a grade load must be processed to update on student's self-service.

Steps to Run a Final Grades Load:

1. SZREXFG
2. Printer: DATABASE (All Caps)
3. Page Down
4. Term Code: Current Term
5. College: (B / N / E / I)
6. Student ID: D00xxxxx
7. Exam Session: JAN / JUN / SEP (Very important to select correct exam session)
8. Page Down
9. F10 (Save)
10. Related
11. Review Output
12. File Name: F9
13. Select highest Record Count
14. View updated grades

Email Template for Students:

Dear student,

As you may be aware, there has been an update to your results. Your updated results can be viewed online.

If you are unsure of why there was a change, please contact your Head of Department who will be able to assist you.

Regards

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Doing Adjustments on Individual Subjects

Run the Wrapper for the Current Term. If a student is not meeting Compliance for a stage, or they are missing certain subjects (it is best to do this on a stage-by-stage basis):

1. Check SGASTDN for the current Catalog Term.
2. Note the Catalog Term that the student sat the area not meeting compliance.
3. Run Compliance for that Area (in most cases, if there is only one Catalog Term, then you don't need to bother running compliance, as it has to be that Catalog Term).
4. Check that the student has 60 credits in Courses Used.
5. If they have 60 credits there, use that CAT Term for Adjustment.
6. Check if they have the subjects in SHACRSE but are missing them in SMICRLT -- this usually indicates the Adjustment required (quite often this is a student who is doing a subject that isn't on the APS but HoD has agreed it can be counted).

Individual Course Adjustment:

Be EXTREMELY careful and ensure any adjustments made are correct and have been approved by the Exam Board.

1. SMASARA
2. Enter Student ID, current Catalog Term, and Area you want to Adjust.
3. Next Block
4. Get message to Add
5. Click Add
6. F10 and click Return
7. CTRL & Q to get out of Library
8. Options, Default All
9. Type in Area & Area Term (this is the Catalog Term that you want the system to make the adjustment from). If you get an error here, check through the "Default from Area" and see what Catalog Terms are attached to the Area. It may be a Catalog term from the year before if there was no change to the ACS.
10. Click Process Default
11. Next Block
12. Click on Course Attachment to see all the courses you have now attached to the student.
13. Add or remove courses as necessary (F6 to add; Shift & F6 to remove). You need to save when you get to the last record or it won't let you do anything.
14. Run Compliance again for the current term.

Removing Adjustment:

1. SMASARA
2. Course adjustment -- remove all & save
3. General Requirements -- remove all & save

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Entering Exemptions

Steps to Enter Exemptions:

1. Check SFAREGS to ensure the student is registered on the subject they have gotten an exemption in.
2. Go to SFAALST, enter the current term (e.g., 201200) & the CRN.
3. Next block.
4. Enter a grade of X against the relevant student(s).
5. Save (F10).
6. Rollback to key block.
7. Tick the Roll box.
8. Next block & save.

Please note, this mark will not go into Web for Faculty, so lecturers must be made aware that the student has been given a grade of X or they may try to enter a grade.

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Viewing Compliance Results

This is the process of checking a student's progress towards their award against the requirements of their program of study. Compliance processing takes the student's exam results and measures them against the requirements set up for their Program.

Compliance will run as part of the GPA calculation processes (SZRWRAP) and can be viewed in Banner on SMICRLT, on broadsheets, grademailers, and is available to the student online.

If a student does not meet compliance, they will not be allowed to progress or graduate. When a student does not meet compliance, their academic standing will reflect this (will not be Pass, or AP).

Viewing Compliance Results -- SMICRLT:

This form allows you to drill down through compliance information. The main window summarizes compliance results, provides a quick status of compliance, and allows you to access additional information.

Viewing General Requirements:

The fields in the top block describe the compliance request. Enter the student ID and select the request number from the list of values in the pop-up window. Check the date of the compliance request.

Clicking on either the Met or Not Met buttons for General Requirements will open the Program Output Inquiry Form, where you can see the total credits displayed.

To see the individual area (stage) compliance results, click on the Area button.

When a student has met compliance, the credits required and credits used will be the same. When a student has not met compliance, there is a difference between the credits required and credits used.

The program GPA is displayed under the Minimum program GPA (NOTE: This is not the Award/Stage GPA).

Viewing Compliance Results -- Per Area/Stage:

This will show the total overall credits earned for each area/stage.

If an area/stage is passed, the Met button will be active; otherwise, the Not Met button will be active.

Clicking on the active button will display the general requirements for the area and GPA for that area.

If a waiver has been applied to an area, this will be displayed as WAI in the action code.

Viewing Compliance Results -- Per Area:

From the above, it can be seen that:

• Area 1 - student has 60 credits and has met compliance for Stage 1.
• Area 2 - student has 60 credits and has met compliance for Stage 2.
• Area 3 - student has 55 credits, has not met compliance for this area, and has not passed Stage 3. Not Met indicator.
• Area 4 - student has 60 credits, has met compliance for this area, and has passed Stage 4.

Clicking on the Used button will bring you into the subject(s) attached to this area that are used in compliance.

Used Subjects by Compliance:

This block displays the subjects used to calculate whether the student has met compliance.

If a student has not met compliance for an area, the reason could be as listed below:

• Check if the total actual credits match the total amount of credits required for the area -- normally 60 credits (passed or failed) in this block.
• If credits do not amount to 60, it is possible that a subject the student has taken was not considered in compliance.
• Check if the grade is in SHACRSE (rolled).
• Check the APS for the course/module.
• If the grade in SHACRSE, the module appears on the APS, and the student is on a different catalog term (SGASTDN), then the student may need an adjustment. As the subject that isn't in compliance is not on the version of the program the student is linked to.

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Viewing / Changing a Student's Overall Result

SHAINST records the student's academic standing and not the award classification (e.g., M2, H1, PS).

Steps to Change a Student's Overall Result:

1. Enter Student ID and term in the key block.
2. Ctrl & Pg Down.
3. Record the student's original academic standing in the Combined Academic Standing field.
4. Record the new academic standing in the End of Term Academic Standing field.
5. You should only need to enter the following overrides:
   • AP
   • CD
   • DE
   • EX

You should never have to enter a PS in SHAINST as the system should calculate academic standings correctly. You should never have to override an IN in SHAINST. EB (Exam Board Decision) must have an override.

To allow the system to generate a new Academic Standing (e.g., if you had to put an IN override in for JAN), just remove the entry in the Combined Academic Standing field. The system will then override the End of Term Academic Standing.

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Viewing a Student's Award Classification

Steps to Check Award Classification:

1. Open SHADEGR.
2. Enter student ID and enter 'F9' in the Degree Sequence field.
3. Select the highest sequence number.
4. Ctrl & Pg Down.
5. Click on the Honours tab.
6. The Award Classification is in the Institutional Honours field.

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Adjusting Credit Modules from GPA

Students can complete add-on or optional modules to gain extra credit. In this case, sometimes the schools request these credits to be excluded in their overall GPA on broadsheet as it is out of sync with the normal overall GPA.

Steps to Check / Exclude Extra Credits:

1. SMICRLT
2. Next Block x1.
3. Highlight the extra credit program details.
4. Select "Used" in Courses. This will show the Modules details of extra credit. (Take note).
5. Return.
6. Select "Not Met" in Detail Requirements.
7. Scroll down to highlight 2.500 credit, then select "Rule".
8. Next Block x1.
9. Tab over to "Count In GPA" and untick the box.
10. F10 -- Save.

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Student Not Appearing on Broadsheet

Reasons for Student Not Appearing on Broadsheet:

• They may have changed the program.
• Check SGASTDN for program history and ensure there is only One Active program.
• Check levels of both programs. If they are different levels (e.g., moved from a Level 6 to a Level 8), take note of modules in SHACRSE of the new program and see what Level they are.

Steps to Fix:

1. SHATCKN
2. Student ID & Term (Term from original grade entry).
3. Page Down.
4. Go to the course to be changed.
5. Page Down.
6. Highlight the first module of the new program.
7. Page Down x2 (Code*).
8. F6 New Entry.
9. Enter in the new Level (e.g., from Level 06 to Level 08).
10. F10 Save.
11. Wrapper / Broadsheet Loads.

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Running the Purge Process

In some cases where a student has switched programs and subjects are common between the old and new programs, the student may appear on both broadsheets in the current year.

Steps to Run the Purge Process:

1. Check SMICRLT to ensure that there is a record for both programs in the current year (this will be when you press F9 in Request Number in the key block).
2. Note the Compliance Date for the incorrect program.
3. SMPCPRG
4. Enter the following fields:
   1. 01 -- U
   2. 02 -- Compliance Date for incorrect program
   3. 03 -- Compliance Date for incorrect program
   4. 04 -- Student ID (for student appearing on both programs)
   5. 05 - %
   6. 06 - %
   7. 07 -- P
   8. 08 -- R
   9. 09 -- N
   10. 10 -- leave blank
   11. 11 -- U
   12. 12 -- N
5. Next Block & Save (F10).
6. Once the process is run, check SMICRLT again, and the incorrect program should be gone from the Request Number list.
7. Load processes will need to be run to have the student only appear on the correct Broadsheet.

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