1. 1 Student Support Services on Banner Self-Service Presented by: Khalid TariqStudent Records Systems Manager April 14, 2008 Course ID 0464

2. 2 Course ID 0464 Objectives By the end of this presentation, you learn about: Increasing demands from college student support to be able to enter and track special needs information using web with out using “Native Banner” How HCT has addressed these demands from counselors and nurses What baseline forms are available in Banner to track special needs and other student services information How HCT has addressed the confidentiality and security requirements for special needs records

3. 3 Course ID 0464 Agenda Introduction to HCT History of tracking special needs Outcome of training counselors on Banner New counselor self-service module on BSS Demo Q & A

4. 4 Part #1 Introduction to Higher Colleges of Technology and History of Tracking Special Needs Information

5. 5 Course ID 0464 Highlights of HCT Located in United Arab Emirates First institution in entire Middle East to go live with Banner 7.x (November 2005) First institution in UAE to go live with Banner Advancement (February 2008) Started in 1988 with 239 students and four campuses Today: Enrollment: 16000+ Colleges: 17 STVCAMP Graduates: 25K+ Credentials awarded: 35K+ Programs offered in 2006: 80+ SMAPRLE Academic Divisions: 7 STVCOLL 3-4K students graduate every year

6. 6 Course ID 0464 Where We Are?

7. 7 Course ID 0464 Distributed Campuses with a Central System Registrar (2) (2) (2) (3) (2) (2)

8. Course ID 0464 8 Central Academic and Student Services

9. HCT BANNER BACKBONE HCT Grade book Attendance Management System SharePoint Portal 2007 Curriculum Management System Quality ImprovementSystem SYLLABUS PLUS Course Resource System Course ID 0464 9

10. 10 Course ID 0464 Prior Tracking of Special Need Students Paper/Excel files in offices of nurses and counselors based on their preference in each campus These records were not easily accessible if a student moved from one campus to another The records were inconsistent as counselors and nurses tracked and recorded issues differently Sometimes these records were lost along with the loss of a counselor or nurse Few campuses built their own web applications with a decentralized database to track special needs

11. 11 Course ID 0464 Catalyst for Change

12. 12 Part #2 Banner Training of Counselors

13. Cycle #1 In Spring 2007, counselors were asked to use Banner baseline forms to enter special need comments and mark special needs for the students. SPACMNT : Banner form to enter special need comments. Following codes were created: Course ID 0464 13

14. Cycle #1 SGADISA : Banner form to enter special needs type, medical code and service type to be offered for the student. Course ID 0464 14

15. Result of Cycle #1 Although counselors agreed to a central tracking of special needs, they found it very difficult to remember the name of these forms and were not ready to follow the technicalities in these forms as it was not a user friendly approach Also they wanted reports from which they can view the data they entered and for which it will be another banner report and should know what parameters to enter and how to run the report. Course ID 0464 15

16. Cycle #2 In late Spring 2007, we gathered all the requirements from the counselors and thought of a user friendly way to cater their needs of entering comments and special needs and viewing the reports and associated details of the student all in one place. Final result of all that was the emergence of Counselor Services in Banner Self service which is a web based service. Counselors find it very user friendly and secure and solved all their problems of entering these info directly in banner baseline forms. Course ID 0464 16

17. 17 Part #3 Development of New Counselor Self-Service on BSS

18. COUNSELOR SERVICES A new service called Counselor Services is made available through Share point Portal, which helped Counselors and Nurses to: Search Students Enter Comment Enter Meeting Enter Special Needs Course ID 0464 18

19. COUNSELOR SERVICES Counselor Services Window in Share Point Portal is like: Share point Portal is integrated with Active Directory and Counselors don’t have to enter even any user name or password to login to share point portal. User Guide in Flash and PDF version Course ID 0464 19

20. COUNSELOR SERVICES Search Students: This link allows searching for a student or a set of students based on the search criteria applied by counselor and view their details. Course ID 0464 20

21. COUNSELOR SERVICES After applying all the search criteria and submitting, counselors can view student list or one student with ID , Name , DOB and a link to View Comments A red flag (exclamation mark) is used to differentiate a special need student from others in the list. Course ID 0464 21

22. COUNSELOR SERVICES The screen will ask the counselors to Select the Comment Type. They can check All Comments if they want to view all available comments for that student. They can check Special Needs Comments if they want to view only Special Needs Comments for that student. They can check Nurse Comments if they want to view only Nurse Comments for that student They can check Counselor Comments if they want to view only Counselor Comments for that student Also there are other details which will be displayed on checking those like Special Needs Information At Risk Information Attendance Information 22

23. COUNSELOR SERVICES Clicking on View Comments link will prompt user for what kind of comments to be shown: Course ID 0464 23

24. COUNSELOR SERVICES When Counselors check ‘All Comments’ option, it will show them details like: Student details (Program, GPA etc) Test Details Comment types and comments available Meeting Details if any Student’s Special Needs Information Hold Details if any Attendance Warnings if any. Counselors can access the following links also from the same screen: View Transcript: displays the transcript of the specified student View Student Schedule: displays the current schedule of the specified student Print friendly Schedule : printable version of student schedule Enter Comment: can enter comments for the specified student Enter Meeting: can enter meeting for the specified student Enter Special Needs: can enter special needs for the specified student Course ID 0464 24

25. COUNSELOR SERVICES 25

26. COUNSELOR SERVICES Enter Comments: Counselors use this option to enter Counselor Comments, Nurse Comments, Special need Comments and Behavioral Comments. Counselors and Nurses can Upload Documents which support the comments that they are entering for the student. It will show already Uploaded Documents and also has an option to Upload Related Documents to upload the supporting documents. Course ID 0464 26

27. COUNSELOR SERVICES Create/Edit Comment option allows them to create new comment or edit an existing comment They have to Select the Comment Type to be entered. Following Comment Types are made available to them: Behavioral Comments (visible to whoever have access to this service) Course ID 0464 27

28. Security Requirements Counselor Comments – Only Counselors can enter this type of comment. Three sets of Comments are available within Counselor Comments like: General Comments: visible to all who have access to this service for the student Campus. Campus Specific Comments: will be visible only to other Counselors of the student Campus. Confidential Comments: these comments won’t be visible to anybody else except the person who entered it. Course ID 0464 28

29. COUNSELOR SERVICES Nurse Comments – Only Nurses can enter this type of comment. Three sets of Comments are available within Nurse Comments like: General Comments: visible to all who have access to this service for the student Campus. Campus Specific Comments: will be visible only to other Nurses of the student Campus. Confidential Comments: these comments won’t be visible to anybody else except the person who entered it. Course ID 0464 29

30. COUNSELOR SERVICES Special Needs Comments – Counselors or Nurses can enter this type of comment. This comment will be visible to all counselors and nurses of the student campus. Course ID 0464 30

31. COUNSELOR SERVICES Enter Meeting: This option gives the counselors and nurses flexibility to arrange meetings with the special need students and the teachers teaching those students. Course ID 0464 31

32. COUNSELOR SERVICES Enter Special Needs : This is the most used feature by the Counselors. They enter the special need that the student is having (after going through the doctors certificates and clinical reports) and also the medical category associated with it and the service types to be offered for this student to help him/her with this special need. Course ID 0464 32

33. SECURITY IMPLEMENTATION HCT has Counselors and Nurses for each of its campus. We define Profiles for each campus Counselors and Nurses separately and map the profiles to the campuses and then assigned users to each profile. GTVFBPR : banner form used for defining Campus Counselor and Nurse profiles. For e.g. : Al Ain Men’s College is one of HCT’s campus, Profile for Counselors in Al Ain Men’s College can be AAMC_CONS. Course ID 0464 33

34. SECURITY IMPLEMENTATION GTVSDAX: banner form used to map the defined profiles to the various campuses in HCT. For e.g. : AAMC_CONS is a profile defined for Al Ain Men’s College Counselors and the campus code for this college is 01. In GTVSDAX we map AAMC_CONS profile to 01 campus code. Course ID 0464 34

35. SECURITY IMPLEMENTATION GOAFBPR: Banner form to assign user id’s (fine grained access user id) to the profiles defined in GTVFBPR and mapped to campus in GTVSDAX. Course ID 0464 35

36. SECURITY IMPLEMENTATION Profiling makes sure that Counseling or Nursing related information of a student in one campus is not accessed or seen by any other campus counselors or users who have access to Counselors Service in Portal. Even after profiling Counselors were worried about the confidential comments that they enter for a student. They were strict on the fact that confidential comments entered by a counselor should not be seen by any other counselors of even the same campus and not even the database maintenance people. Course ID 0464 36

37. SECURITY IMPLEMENTATION To cater this requirement we encrypted the confidential comments whatever the counselors have entered and stored in the database in encrypted format so that the person who have access even to the backend database will not be able to read what the counselors have written. Course ID 0464 37

38. SECURITY IMPLEMENTATION While displaying the confidential comments in Portal Counselor Services or in banner SPACMNT (Comments form) , we match the user id logged in to the service or system and the user id who entered the confidential comments for that student and if both user id’s are the same , only then Counselor Confidential comments will be displayed. For displaying campus specific counselor comments we check the campus (location)of the counselor who logs into the service and matches it with the campus (location) of the counselor who entered the Campus Specific Counselor comments for this student and if both of theirs location match, only then Campus Specific Counselor comments will be displayed. Course ID 0464 38

39. CLASS LIST INTEGRATION We integrated the special needs information of the students with Portal Class List which the teachers and supervisors maintain for the students in a class to which that teacher is assigned to. For offering some special service types to the special need students by the teachers like ‘Special Seat’ or Special College Exam’, teachers have to know the special need students in their class and the class list was the most recommended place to share that information to the teachers by the counselors who exactly know the medical condition of the student and service type to be offered. In the class list, the special need student is marked with a red exclamation mark and clicking on that will open up a page showing the special need of the student, the medical category associated with that special need and the possible service types to be offered to help the student. Course ID 0464 39

40. CLASS LIST INTEGRATION This helped teachers to identify the special need students in their class and is able to know the basic details regarding the special need and can offer the service that need to be done from the teacher’s or supervisor’s side and can have special attention to those students. Course ID 0464 40

41. CLASS LIST INTEGRATION Submitting the search criteria for Special Needs will show the class list as: Course ID 0464 41

42. CLASS LIST INTEGRATION Detail Page shown when teachers click on the flag: 42 Course ID 0464

43. Summary Banner Self-Service can be used as a launch pad for Student Support Services High Tech counselors of today have specific security requirements which have to be catered either by storing encrypted data or by using FGAC 43 Course ID 0464

44. 44 Part #4 DEMO

45. 45 Course ID 0464 Thank you and email if you need help! Khalid M. Tariq Student Record Systems Manager Higher Colleges of Technology Abu Dhabi, UAE ktariq@hct.ac.ae http://www.hct.ac.ae Please complete the online class evaluation form Course ID 0464 SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners. © 2008 SunGard. All rights reserved.