Belmont University Banner User’s Guide to Managing the BUid Conversion

Prepared by the Office of Administrative Computing and Instructional Technology (ACIT)

www.belmont.edu/acit

 

This document was last updated 12.13.2007 8:45AM

 

Downloadable Notes

Faculty, Advisor and Academic Staff BUid Notes (in pdf)

Budget Manager BUid Notes (in pdf)

 

About This Document

This document is prepared for Belmont University’s active Banner users and is offered as a guide for managing the transition from SSN as ID to BUid as ID.  Because the document contains copyright-protected images it is not available publicly on Belmont’s www.belmont.edu/acit/buid web site.  The document shows how Banner users can locate records in Banner Forms, BannerWeb and Banner Imaging during and after the conversion from SSN as ID to BUid as ID.  All current Banner users should become familiar with the procedures outlined in this guide.

 

Why is this change good for Belmont?

General information about the BUid conversion project including why the ID value was changed from SSN to BUid and Frequently Asked Questions can be found on our public web site here.  Please review it in addition to this document.  Please also refer students to the public site for pertinent project information.

 

How does this impact my work?

How this change impacts your work at Belmont will vary depending on the type of work you do.  For all employees who work directly with customers there is a common effect:

 

You will no longer need to ask for SSN in order to identify a record in Banner.  Instead, you will ask for the person’s BUid.  If BUid is unknown then you will ask for the person’s name and the last 4 digits of their SSN.  You may also need to verify birthdate in order to locate the correct Banner record. 

 

How can we determine BUid’s?

There are ways for a person to learn his/her BUid as well as ways for employees to locate BUid values on behalf of customers.

 

  1. Stickers containing a person’s BUid will be placed on his/her respective ID card.  When asked for his/her BUid, the customer can refer to the ID card for the value.  Letters communicating this fact will be sent to all current students and employees.  And, after 12.26.07 BUid’s will display in BIC after users log in.

 

  1. Query functions for BUid will be available for faculty, advancement officers and budget managers in BannerWeb via BIC.  Here are the steps:
    1. Ask the customer for his/her name and the last 4 digits of his/her SSN.
    2. Log in to BIC at http://bic.belmont.edu
    3. Access BannerWeb.
    4. Access Faculty Services, Advancement Officers or Financial Information, whichever is most appropriate for your role at Belmont.
    5. Access the Look Up BUid link.
    6. Enter and submit the last 4 digits when prompted.

    1. Identify the needed record by reviewing names and birthdates.

    1. Highlight the ID needed and perform a copy function (e.g., right click and select Copy).

    1. Paste the BUid as needed.

 

  1. Query functions for BUid will be available for all Banner users in Banner Forms (Oracle).  Here are the steps:
    1. Ask the customer for his/her name and the last 4 digits of his/her SSN.
    2. Log in to Banner at https://inb2.belmont.edu/prod
    3. Access GUIALTI.
    4. Enter a query – under the SSN column enter a percent sign (%) followed by the last 4 digits of the SSN and enter the last name in the last name field.  Use the wildcard as needed.

    1. Perform an execute query (Ctrl +F11) function.
    2. Identify the needed record by reviewing names and birthdates.

    1. Highlight the record needed by clicking on it then exit the form (F4).  You’ll be taken back to the main menu.
    2. Access the Banner form you need (e.g., SADHOLD).  The record highlighted on GUIALTI should appear.

                              

Special Note – GUIALTI, The Alternate ID Search Form, is also available on the ID field List of Values (LOV) for many, but not all, Banner forms.  Here is an example of how to access GUIALTI from the LOV of a form:

  1. Access the form (e.g., SPAIDEN).
  2. Press the drop down arrow to the right of ID.
  3. Review the Option List and identify the Alternate ID Search link.  Click this link.

  1. GUIALTI is launched.
    1. Enter a query – under the SSN column enter a percent sign (%) followed by the last 4 digits of the SSN and enter the last name in the last name field.  Use the wildcard as needed.

    1. Perform an execute query (Ctrl +F11) function.
    2. Identify the needed record by reviewing names and birthdates.

    1. Highlight the record needed by clicking on it then press Select (Shift + F7).  You’ll be taken back to the form you were in previously (e.g. SPAIDEN).

 

Can I still search based on name in Banner forms?

Yes.  Here are the steps:

  1. Access the Banner form you need.  These steps will work on virtually all Banner forms.
  2. You will clear the ID field, tab to the name field and enter what you know about the person’s name then press Enter or Tab.  Remember to use the wildcard (i.e., the percent sign %) when needed.

  1. If one match is found then the ID will automatically populate and you’ll continue using the form as normal.  If multiple matches are found then a list will be generated.  You may select from the list or reduce the search using the list. 
  2. Reduce the list by entering a % and the last 4 digits of the SSN in the SSN/SIN/TIN field then click the Reduce Search button.

  1. Select the record you need from the reduced list.  You’ll be taken back to the form you were on originally and you’ll continue using the form as normal. 

 

What if I must look up records by SSN?

We realize that some Banner users work with data that is closely tied to SSN.  In those cases it may be helpful to identify a record by SSN.  Here are the steps for locating a record in Banner by SSN:

 

  1. Identify the SSN needed.  Important Note: We strongly discourage the practice of asking customers for their full SSN in order to locate a record in Banner.  Our efforts in the BUid conversion are to protect confidential information.  Those efforts are weakened when students, employees, vendors, donors and/or alumni are asked by university agents to identify themselves by their full SSN.
  2. Log in to Banner at https://inb2.belmont.edu/prod
  3. Access the Banner form needed (e.g., SADHOLD).
  4. Enter the SSN.
  5. Observe the SSN value you entered revert to the current BUid, the person’s name display and the hint line message in the lower left hand corner, “Warning SSN/SIN/TIN replaced with current ID.”:

  1. Continue working with the form as usual.

 

Special error note: If you enter an SSN that is not found in Banner the following error is generated in the hint line in the lower left hand corner on most forms for most users, “Error ID does not exist, press List for Name / ID search”:

If you encounter this error then be sure that the SSN value you have entered is correct.  If it is, then try to locate the student by using the query screen in BannerWeb or by using GUIALTI or the name search in Banner Forms. 

 

On other forms you may encounter a different behavior upon entering an SSN that is not found in Banner.  If you have access to the Common Matching form, GOAMTCH, and access it as a result of entering an SSN that is not found in Banner, then you’ll be taken to GOAMTCH:

 

 

If this happens, then exit GOAMTCH immediately.  Do not continue creating a record.  Doing so will create a record under the wrong ID number.

 

What if I have the BUid for the record?

  1. Then enter it.  Ask the customer for his/her BUid.  If necessary, remind customer that BUid is either 1) on the letter received from Administrative Computing 2) on the sticker on the back of his/her Belmont ID card or 3) imprinted on his/her new ID card.  If BUid is unknown then use one of the query steps documented above to identify the record in Banner.
  2. Enter the BUid and the name will appear:

 

Special error note: If you enter a BUid that is not found in Banner the following error is generated in the hint line in the lower left hand corner on most forms for most users, “Error ID does not exist, press List for Name / ID search”:

If you encounter this error then be sure that the BUid value you have entered is correct.  If it is, then try to locate the student by using the query screen in BannerWeb or by using GUIALTI or the name search in Banner Forms. 

 

On other forms you may encounter a different behavior upon entering a BUid that is not found in Banner.  If you have access to the Common Matching form, GOAMTCH, and access it as a result of entering a BUid that is not found in Banner, then you’ll be taken to GOAMTCH:

 

 

If this happens, then exit GOAMTCH immediately.  Do not continue creating a record.  Doing so will create a record under the wrong ID number.

 

How does this change affect Imaging?

1.     Use one of the query steps listed above to identify either the BUid or the SSN.

2.     Log into Banner Imaging with your personal username and password at https://imaging.belmont.edu/wx/login.aspx

3.     Right click the application (folder) needed and select New Query or double click the application (folder) needed.

4.     Search for the student:

a.      If you know the student’s BUid then enter it in the field next to ID.  Press Submit.

b.     If you know the student’s SSN then enter that value in the field next to SSN.  Press Submit.

c.      If you can only identify the student by last name and the last 4 digits of SSN, then log in to BIC’s BannerWeb Faculty Services menu and use the BUid Look Up screen to find the student’s BUid number.  Paste the value into Imaging.

5.     Sort documents by Document Type by clicking on the Document Type column heading.

6.     Select the document you need to view by clicking the appropriate paper icon.

7.     View the document.

 

What if I have tried all of these options and still cannot locate the record I need?

Double check the data you are entering to be sure it is valid.  If it is correct then contact Administrative Computing for assistance. 

 

What if I create Banner records?

If you create Banner records then you are using the Common Matching form, GOAMTCH.  As of November 26, 2007 you will no longer use the SSN as the ID value in Banner.  Instead you will always press the Generate button to launch GOAMTCH to Create New (Records), Update (Existing) IDs, or Select (Existing) IDs.  If you have the SSN then you will enter it in the SSN field of GOAMTCH and you will let Banner assign the ID value.  Further, if you access GOAMTCH after entering a wrong SSN or a wrong BUid, then exit GOAMTCH immediately.  Do not continue creating a record.  Doing so will create a record under the wrong ID number.

 

How can I identify international students?

There are four ways – three are through Banner forms, the other is through Banner Web’s Faculty Services Menu.  Here are the steps in Banner Forms:

  1. Access SGASTDN.
  2. Identify the record needed (i.e., Enter the BUid, the SSN, query using GUIALTI or search by name)
  3. Next Block
  4. Locate the Additional Information block of the Learner tab and identify the Citizenship field:

This person is a non-citizen:

This person is a citizen:

 

  1. OR, access SPAPERS
  2. Identify the record needed (i.e., Enter the BUid, the SSN, query using GUIALTI or search by name)
  3. Next Block
  4. Locate the Citizenship field

This person is not a citizen:

This person is a citizen:

  1. OR, access SPAIDEN
  2. Identify the record needed (i.e., Enter the BUid, the SSN, query using GUIALTI or search by name)
  3. Next Block
  4. Locate the Biographical Information tab, then the Citizenship field

This person is a citizen:

This person is not a citizen:

 

And here are the steps in Banner Web:

  1. Access the Faculty Services Menu
  2. Access the Student Information Menu
  3. Click the View Student Information link
  4. Select the term for which you need information
  5. Enter / Paste the BUid, search for the student by name (note – you can only search for names based on student assigned to you as advisees or students enrolled in your courses) or use the Look Up BUid link at the bottom of the page to locate your student (see How can we determine BUid’s? section 2 for more information on this link):

  1. Review the student’s information, locating the citizenship information

This person is a non-citizen:

This person is a citizen:

 

What are some best practices for protecting confidential data such as SSN?

1.     If you don't need the SSN, delete it completely from any non-Banner databases and from any other electronic formats such as reports / lists.

2.     If you can't delete the SSN, consider masking it down to the last four digits.

3.     If you store hardcopy files with the SSN, make sure these files are in locked filing cabinets and / or in locked rooms.

4.     Limit access to electronic databases / files and hardcopy files only to faculty and staff that have a business reason to access the information.

5.     Password-protect desktop computers and laptops that have SSN stored on them.

6.     Do not leave hardcopy files / reports / lists containing the SSN in a public area - this includes on a desk in an open office.

7.     Shred all hardcopy files / reports / lists containing SSN that are no longer needed.

8.     If electronic backups are created of databases that contain the SSN, these backups need to be stored in a secure location and password protected if possible.  These should also be destroyed appropriately once the backup is no longer needed.

9.     Refrain from sending the SSN in an email or a fax.  These can easily be intercepted or sent to the wrong address / number.

10.  If the SSN is sent off campus in an electronic format, it should be encrypted.

11.  Close software applications containing SSN, such as Banner, when they are not being used and/or when you leave your office area.

 

Please communicate these suggestions to everyone in your area that may have access to the SSN. 

 

Request Training

Attendance at a training session is not required.  If you prefer to participate then please sign up for a session by emailing jonesk@mail.belmont.edu

 

Tuesday 12-04-07 @ 1pm in the Frist Lab of Bunch Library

Tuesday 12-11-07 @ 10am in the Frist Lab of Bunch Library

Thursday 12-20-07 @ 2pm in the Frist Lab of Bunch Library

Thursday 01-03-08 @ 1pm in the Frist Lab of Bunch Library

Tuesday 01-08-08 @ 10am in the Frist Lab of Bunch Library

Thursday 01-10-08 @ 10am in the Frist Lab of Bunch Library

 

If you are visiting this site and it is past 01-10-08 and you prefer a training session then send Kelly a note.  A current copy of the slides used in training can be found here.

 

More Banner Info

Did you know that Banner Training Information is available online here?  This page is accessed through your BIC account by logging in, selecting Administration and reviewing the list under the For Faculty and Staff Internal Use Only heading.  Look for the Banner, BannerWeb, Imaging and Blackboard Resources link.

 

Contacting Us

A special email account has been set up to receive questions about the BUid conversion.  Send a note to buid@mail.belmont.edu or contact us through the Banner Action Line at 460.5400.  When this voice mail line is answered enter 1791, listen to the greeting and leave a message.  We will return your emails and phone calls promptly.

 

Miscellaneous Info

Special Procedures for FTMVEND and SRAQUIK

Slides from Common Matching / BUid Training (only for users who create new non person and/or person records in Banner)