General Navigation for Ad Astra VII
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Everything you need is a click AWAY
The main TABS shown below are visible from every page in Ad Astra which will help you navigate through the application effortlessly
- ASTRA HOME: important TTU announcements & quick links
- CALENDARS: daily room grid & personal favorites
- ACADEMICS: Manage and schedule course offerings
- RESOURCES: Browse physical resources or services available through Astra Schedule, including buildings, rooms, equipment
- EVENTS: View & request special events and meetings
The Home Page or Portal Page
Depending on your access you will be able to view multiple announcements and quick links.
Please see our other FAQs for more detailed "how to's" on the reaming tabs in the brand new Ad Astra VII
How Do I Create a Calendar Filter
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Old Ad Astra Six
Previously you could set a filter on the Room Grids.
New Ad Astra VII
You can create and set multiple Filters from the Calendar tab by selecting Scheduling Calendars and the Edit Search Filter button.
Once in the Edit Filter box you will set the parameters for the information you would like displayed. Then select View Calendar
The Calendar filter requested will then be displayed.
If you would like to Save the calendar for future searches click on Manage Filters
Give the calendar a name and Save. You can also set is as your default calendar.
Once you have saved your Filter it will be available in the Main Tool Bar under Calendar and Filter options
How Do I Access Daily/Weekly Room Grids
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Old Ad Astra Six:
Previously there were calendar option views in the top tool bar. This would allow you to see what was scheduled in a certain room or possibly find out if a room was available to be scheduled.
New Ad Astra VII
Navigate to the Calendars tab
Once there, the toolbar shown will be the main navigational tool to view the calendar in many different ways. Each view is available for a snap shot of the days, weeks, or months events depending on the tab you have chosen.
NOTE: Hover over the piece of paper icon next to the room number to see room details without having to leave the calendar.
Use the Calandar icon to change the range of dates you are looking for or search for a specific item.
Filters can also be added to narrow down the calendar even further. Please refer to the How to create a Calendar Filter FAQ for more instructions on how to use this feature.
How Do I Change Terms in Ad Astra VII
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Old Ad Astra Six
In the previous version of Ad Astra there was a date selector that let you set the parameters to show certain terms in the top toolbar
New Ad Astra VII
Navigate to the Find Sections page by clicking the Academics tab and then Sections.
Using the drop down menu select the term you would like to view and click Search. The sections that correspond with the selected term will then be displayed to the right of the search field
How Do I Look Up Room Capacity & Details
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<![if !supportLists]> <![endif]> Navigate to the Resources tab where you will find the Room file.
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<![if !supportLists]> <![endif]> Use the filter on the left hand side to enter your search criteria; main campus is under the TLB campus. Select Search to launch the new information. The capacity and room type listed in the main grid to the right of the search box
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<![if !supportLists]> 3.<![endif]> For a quick view of the room, hover your cursor over the piece of paper icon next to the room number and the Room Details box will appear
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<![if !supportLists]><![endif]> To see the entire room record Select the room you wish to view.
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Below in the Features you will find detailed information for each room including the feature name, quantity, and description. If a room contains a particular feature, it will be listed in this section. Quantity indicates the number of each feature for that room. If the "Quantity" is blank, then it is either not applicable for that feature or unknown.
You can also view Usage Controls, Custom Fields, Partitions, and Notes down below on the same screen.
<![if !supportLists]> <![endif]> To go back to the main grid select Back or All Rooms
How to View Sections with Different Campus Codes
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Old Ad Astra Six:
Previously there was tabbed browsing with all the different campus codes listed on the top tool bar.
New Ad Astra VII:
Navigate to the Find Sections toolbar by clicking the Academics tab and then Sections.
Using the drop down menu select the Campus you would like to view and click Search. The sections that correspond with the selected Campus Code will then be displayed to the right of the search field
Navigating & Understanding the Available Rooms Tool
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Navigate to the Academic tab and then click on the Sections link.
In the Section grid choose the section by clicking on the section title or the edit icon (pencil icon).
In the expanded Section Details you can click the Edit button at the top left of the page.
Click the assign icon (House icon)
Once you are in the Scheduler display window, users may review all of the available spaces. Expand the column to show more information.
- Room: The building name and room number appear in the Room column.
- Regions: E ach academic area is assigned a region which indicat es who has advanced access.
- Capacity: S hows the capacity of the room. Note : If a capacity is incorrect , contact ASFR
- Room Type: Room Type is the official coding of the academic space determined by TTU’s Operations Division of Planning and Administration (ODPA) .
- Score: This column illustrates the overall score of the preference set and the percent fill of the room
- Pref. Score: shows the percentage that a particular room meets your preferences
- Seat Fill Score : Displays the percentage of seats that should be fil l ed based on m aximum e nrollment. The State’s Space Utilization Efficiency ( SUE ) score requires a minimum of 65% seat fill.
- Section Meeting informat ion: Expand the column to view individual meeting instances. Rooms may be selected for the entire meeting pattern by clicking in the meetin g pattern column or for individual instances by clicking the desired room row under each meeting instance .
- Page: O ften there will be multiple pages of results, depending on the preferences entered.
- Room Availability Status : The rooms that are available wi ll either have Available under the section column based on your user access. Rooms that are unavailable will have Unavailable or Conflicts listed and you may hover over the status to view the information. Note : The Advanced Access Dates still apply and requests should not be submitted prior to that date.
Expand the Meeting Pattern column to display individual meeting times as well as additional room conflicts and availability. You may select a room by clicking on individual instances or the entire meeting pattern.
Room Conflicts: By double - clicking on a conflict in the Meeting Patterns form, you are able to select a room where available, or double - book a room. NOTE : Double - booking is accessible based on proper user access.
Hover Option: You may hover over the icon next to the room name and the R oom Details will be displayed, i ncluding a picture if available. For full room details, you may also visit the Resources tab and search by room.
Helpful Ad Astra Reports for Scheduling
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Daily Instructor Grid by Selected Subject
This report will let you view a daily schedule for all Instructors in the selected department. It will also give you the option of seeing the section details and information.
Instructor Summary Grid
This report shows all the instructors and also a color coding of sections showing the enrollment ratio.
Low Enrollment Sections by Subject for Selected Term Report Key
This report allows you to view all sections that do not meet a minimum enrollment requirement. This can provide information on what courses may not be cost effective to offer due to low enrollment. (ex. Courses below ten)
Low Enrollment Ratio Sections by Subject for Selected Term
This report allows you to view the percent fill for all of your department’s sections. The state report ing minimum percent fill for optimal utilization is (65%), so a more suitable room is necessary if your sections fall below this mark.
Section Room Hour Usage by Building & Room for Selected Date Range
This report will show you the hours per week a classroom is being used by showing the sections that meet in the space with a total of hours per week listed. This will return all the buildings and rooms on campus. Please note that 38 the minimal requirement for hours per week.
Sections by Building and Room for Selected Term
This will show the sections that are located in a specific building and room by Term. This report returns all the buildings and rooms on campus.
Sections by Region for Selected Term
This report shows all the sections scheduled in a certain region. This report returns all regions on campus for a selected term.
Sections by Selected Instructor for Selected Term
Report is broken down by individual instructor and term and returns what sections they are assigned to, including time, days, and room number.
Sections by Selected Meeting Type for Selected Term
This report allows you to run a report to show sections with a particular meeting type (ex. Lecture, discussion, etc.). This report returns all sections and is currently not available to be broken down by Subject
Sections by Subject for selected Date Range
This report lets you enter a selected date range to display sections. If looking for all sections you can enter the start and end date for a semester. T his can also be used to view additional meeting times if those dates are entered. This returns all subjects on campus.
Sections by Subject for Selected Term
This report allows you to view all sections for all subjects by term. This will return all the information from all subjects across campus.
Sections for Selected Subject and Term
This report will let you select a specific subject and term and see all sections associated with them.
Sections by Selected Term with SIS Key
This report will show sections by Term and will also include the CRN.
Subject Enrollment Fill Ratio
This report show the enrollment fill ratio for each course and all sections offered. This report provides you with an overall room fill ratio for each course offered. This report returns all sections on campus.
These reports will help you in scheduling and can be run for up to date information. They can also be exported to excel and filtered to exclude unnecessary data. For instructions on how to export to Excel please review the How to Navigate the Reporting Tool FAQ. Please let us know if a certain field or search parameter is needed to get you the desired information, as we are working to make the reports as functional as possible.
Why is the Campus Code Important?
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In order for the student to not have all of the fees associated with the main campus they must register for a section that is coded with an alternate location or campus code (see information below for a complete list of campus codes).
All campus codes will carry the following fees:
- Library Fee - TTU
- Student Services Fee
- ID Card Maintenance Fee
- TTU Info Technology Fee
- International Ed Fee
- Student Business Services Fee
Why is the campus code important?
Student fees are majorily accessed by the campus code and the fee waiver forms no longer exist
- TLB – this is the main campus code and carries all of the campus fees
- TUO – In Texas but Off Campus
- TOT – Out of State
- TDE – Distance Education
- TIX – International
- TDL – Dallas
- TEP – El Paso
- TFK – Fredericksburg
- THL – Highland Lakes
- TJN – Junction
- TJT – Junction Intercession I TTU
- TRP – Reciprocal Campus
- TWC – Waco
How do I know what section numbers to use?
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Please make sure that your section numbers are listed correctly for the activity type; it is very important that these are accurate for reporting purposes. They should be as follows:
||Lecture, Development, Dissertation, Ensemble, Independent Study, Practicum,
Private Lesson, Remediation, Seminar & Thesis
||No Credit Lab
||Distant Education (online) with a campus code TDE
||Service Learning Sections
Questions Regarding the Instructor of Record
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How do I look up the R-number’s for my entire faculty?
To view all of the instructors in the college of BA – go to SIAIQRY and type in the term, check the faculty box, and in the status box check AC – press next block. In the college field type in BA and press F8
You will need to print screen, scroll and print screen until you reach the bottom. Unfortunately it does not allow us to print the query another way.
How do I accurately enter a Teaching Assistant to a section?
Follow the instructions below to add a Teaching Assistant to section. The instructions that you will follow will depend on whether you are adding to a Credit Bearing section (LEC, LAB) or a Non-credit Bearing section (XCL, DIS).
- Non-Credit Bearing Sections – Teaching Assistants may be assigned to supervise and convene non-credit sections. In Banner, SSASECT, under the specific non-credit section, the Teaching Assistant’s name should be listed and the “Primary Indicator” box should be checked. TA’s should only be listed as IOR for non-credit bearing activity
- Credit Bearing Sections - Teaching Assistants who are providing instructional support to an Instructor of Record in a credit-bearing course may be paid from Course Fees. The tenured faculty member will have the primary indicator box checked; however, the TA may have more responsibility.
How do I Add a Secondary Instructor?
Follow the instructions below to add a secondary instructor to a section with another instructor or support staff (Senior Business Assistant, etc) in entering grades, pulling up class rosters, etc.
- Enter the secondary Instructors “R number” under the first instructor on the SSASECT Instructor Form (see diagram under item 2)
- Percent of responsibility and percent of session should both be at 0 for the added instructor and 100 for the Instructor. Make sure the instructor with 100% responsibility also has the primary indicator box checked. (see diagram below)
- Save or press F10 to save
If you get the error below at the bottom of the Instructor SSASECT screen after saving
Email the person’s name and R# to Academic Support & Facilities Resources to correct the Instructors Record. This will need to be corrected before they can be added to the section.
- Workload – Instructors with 0% responsibility for a class will not receive any workload credit for the class and will not be reflected in other official reporting.
Support Staff Member
- A Department Chair (or designee) needs to request Staff Support access for the person from Academic Support & Facilities Resources. Once this process is complete you can add the support person to the section (follow steps 2‐4 below)
- Enter the secondary Instructors “R number” under the first instructor on the SSASECT Instructor Form (see diagram under item 3)
- Percent of responsibility and percent of session should both be at 0 for the added support person and 100 for the Instructor. Make sure the instructor with 100% responsibility also has the primary indicator box checked. (see diagram below)
- Save or press F10 to save
If you get an error at the bottom of the Instructor SSASECT screen after saving refer to item #1 above
- Workload – Staff with 0% responsibility for a class will not receive any workload credit for the class and will not be reflected in other official reporting.
How do I enter an instructor into one or more classes at the same time?
To put an instructor on 2 sections that have a time conflict (cross listed sections) you need to CHECK the Override Indicator Box on the instructor form of SSASECT.
How do I look up a specific faculty members schedule in Banner?
To see an instructors schedule go to SIAASGQ – enter the term and instructor ID and press next block.
How do I view an extended title in Banner?
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If you need to view an extended title to your course in addition to the approved course title you can do so on SSASYLB in Banner. This can be helpful for seminar or special topic sections that vary from section to section. This information will be visible for the students online as well as print on their transcript. To do so, follow the steps below and let the Academic Support and Facilities Resources office know if you have any problems or questions!
Viewing an Extended Title
- Sections must first be built in SSASECT
- Go to SSASYLB (also found under the options drop down window while on the section in SSASECT)
- Type in the Term and CRN
- [Next Block]
- View the Section Title (found on SSASECT) ‐ Colon ‐ Extended Title
- Example : Section Title : Extended Title
*Example below is in UDEV but you should do this in TTUSPRD*
- Press Next block to add learning objectives
- Next block again to Required Materials
- Next Block a 3rd time to enter Technical Requirements
All information entered here will be shown on the Students' Transcript and visible to the Students on Raiderlink.
How do I cancel a class in Banner?
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If you are not offering a course/section for the semester but you have already built the section in Banner – you can "cancel" the section so that the students will not register for it or see it online but it will ROLL over to the next year so that you don’t have to rebuild the section again. All you have to do is just reopen it!
Remove any instructors assigned to the section in Banner by going to the Record drop down menu and select Remove and then Save.
Do the same if a meeting assignment has been placed - Record drop down menu, Remove, and Save
On the main SSASECT screen – change the status to "x" for Cancelled.
Save and you are finished!
How do I enter a TBA course in Banner?
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If you have classes that are scheduled as TBA like practicum’s, internships, etc; follow these steps in Banner to ensure the proper meeting time information is entered. Do not leave it blank!
To Be Arranged Sections (AR)
- Banner on the SSASECT form; enter the CRN and Term
- [Next Block]
- [Next Block] – you should be on the meeting times screen
- Click on Meeting Time pull down arrow
- Search for appropriate Meeting Time Code –AR for To Be Arranged
- Select the AR line to Highlight and double click
- The selected code will populate in leaving the Days blank and filling in 0000 and 0001 for the start and end time
- Now go back and Delete the Start and End time by highlighting 0000 press delete, tab to 0001 and press delete
The course will now be fed to Ad Astra and be a pink color on your section grid. This is another tool to inform you that the section is a TBA and does not need a room assignment but has the correct time code. If in Ad Astra you see a start and end time of 1200am – 1201am you need to go back into Banner and follow the steps above starting with steps 1‐3 (skip steps 4‐8)and 9‐10.
How do I view the correct course hours?
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Please check to make sure that all of your sections have the correct credit, billing, and contact hours listed on SSASECT (see diagram below).
- All fields should be filled in for all sections except for the variable credit courses:
- For no credit labs (XCL) or discussions (DIS) you should have zero (0) in the credit and billing columns and the correct contact hour listed:
- Variable credit sections should have the billing and credit hours blank and the maximum contact hours entered. For additional information and screen shots please see the variable credit FAQ.
How to view variable credit sections
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How do I know if the course is a variable credit course?
How do I view the Credit and Billing Hours once I know the class is a variable credit course?
How do I view the correct number of Contact Hours?
What if my maximum number of contact hours is less than my number of credit or billing hours?
I am still going to use the MAXIMUM number of contact hours listed.
When a section is marked Gradable
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There seems to be some confusion over Gradable sections and Pass/Fail sections. Please take a minute to read the information below and let the Academic Support and Facilities Resources office know if you still have questions.
The types of grading for a section are as follows:
- Standard Grading – this is your traditional letter grades. Example: A, B, C, D, F
How does Standard Grading look in Banner:
- Pass/Fail Grading – this is a grade of Pass or Fail ONLY.
How does Pass/Fail Grading look in Banner:
When is the gradable box unchecked in SSASECT?
This box is ONLY unchecked when a section does not carry any CREDIT or BILLING HOURS.
Examples of this are Discussions and Non Credit Labs. It should be noted that these sections still contain a Grade Mode.
How do I know what sections need to be marked Gradable in Banner?
*Reminder* all sections that the students do not receive credit for (Discussions, no credit labs, etc.) the Gradable box needs to be unchecked on SSASECT for each CRN. This will make sure the students will not receive any credit for the section. Please contact ASFR for a report of sections with the Gradable indicator box checked.
How to edit a FULL SUMMER section
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There are TWO summer sessions for the summer terms. If you would like the section to be in summer one only or full summer you will use the term 201187 and if you would like to have the session in summer two only you will use the term 201197. It is important to pay attention to the part of term coding in Banner.
Please see examples below in order to understand the section build process:
Summer One Only
These sections will have a term code of 201187 and a part of term of 1SU, this coding will designate the course as 4 weeks and the first summer session only.
Summer Two Only
These sections will have a term code of 201197 and a part of term of 1, this coding will designate the course as 4 weeks and the second summer session only.
FULL Summer or Long Summer
These sections will have a term code of 201187 and a part of term of 1, this coding will designate the course as 8 weeks and the entire summer.
University Time Cycles at a Glance
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Full Term Class Times (Fall and Spring)
|M W F
|One Night Only Classes: 1800-2050
Summer Class Times - M T W R F
- 1600-1750 or 1630-1820
Full Summer Class Times - M T W R F
Sections will meet Monday through Friday for 1 hour each day during the regularly scheduled first summer session, break
between the regularly scheduled summer terms and reconvene to the meeting
pattern of Monday through Friday for 1 hour each day until the conclusion of
the second summer session.
Cross List Codes
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Composite Course - Two or more courses or course sections scheduled at the same time with the same instructor(s) of record, the same or similar learning requirements, and the same or similar course content as outlined in the syllabi. Composite courses are identified with a two digit code assigned to the department by the office of Academic Support and Facilities Resources.
Tandem or Piggyback courses are graduate/undergraduate combinations that use only an Alpha-Alpha code.
Cross-listed courses are other types of section combinations
Use the Cross List Codes for your department based on whether the sections are tandem or cross-listed. For questions contact ASFR.
Instructional Methods Amendments
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Due to recent changes at the Coordinating Board, Texas Tech University is required to amend their current listing for Instructional methods starting this Fall 2011 (201227). The change in coding will allow a more condensed, uniform code to depict the instructional method of Distance Education and Hybrid Instruction.
How is Distance Education defined?
Fully Distance Education Course: A course which may have mandatory face-to-face sessions totaling no more than 15 percent of the instructional time. This translates to 7 hours or less of a 3-credit hour course delivered via face-to-face instruction. Examples of face-to-face sessions include orientation, laboratory, exam review, or an in-person test.
How is Hybrid Education defined?
Hybrid/Blended Course: A course in which a majority (more than 50 percent but less than 85 percent), of the planned instruction occurs when the students and instructor(s) are not in the same place. This translates to between 7 and 22.5 hours of face-to-face instruction required for a 3-credit hour course. The campus code that should be used is determined by where the face-to-face instruction is required.
|Previous TTU Code
||New TTU Code
TLB, TDL, TEP, TFK, THL, TIX, TJN, TOT, TSA, TUO, TWC, TRP
Face to Face
TLB, TDL, TEP, TFK, THL, TIX, TJN, TOT, TSA, TUO, TWC
Interactive Video Conferencing
WEB – Internet or Web Based
MULTI - Multimodal
MULTI - Multimodal
TLB, TDL, TEP, TFK, THL, TIX, TJN, TOT, TSA, TUO, TWC
Hybrid or Blended
MULTI - Multimodal
*Remains the same
**If taught using electronic delivery.
- A campus code of TDE is never allowed to be combined with an instructional method of HYBRD
- A campus code of TDE is never allowed to be combined with an instructional method of FACE.
- An instructional method of ONLIN generally uses TDE as a campus code. TRP (reciprocal) is a special use case only.
How do I view the "Week at a Glance" in Raiderlink?
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The Week at a Glance displays the faculty’s weekly class schedule by day and time. It includes the Course Name, Number, Section, CRN number, and Meeting Time.
Courses without assigned meeting times will be displayed at the bottom right portion of the page.
Click on the hyperlink of the course to go to additional information about the course section. The hyperlink will display the Faculty Detail Schedule.
How to get to the Week at a Glance link?
- Click on the Faculty/Advisor Tab on Raiderlink|WebRaider
- In the Faculty and Advisor Links Channel Click on the Week at a Glance link to display the current week.
Need To Go to another Week?
Click on the Next Week link or manually type in the week in the Go to (MM/DD/YYYY) field.
How to go back to the Faculty/Advisor Tab?
- Click on Return to Menu (in the area above your name)
OR - the Back to Faculty/Advisor Tab (top right portion of page)
- If you click on this link, it will take you to a different view of the faculty and advisors link channel.
- If you click on this link, it will take you back to the main page
Looking up Current Enrollment Numbers in Raiderlink
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Raiderlink can be used to find up to date and accurate enrollment numbers as an alternative to using Cognos or the Ad Astra scheduling system. Log on to www.raiderlink.ttu.edu using a valid eRaider ID.
- Raiderlink Home Screen
- Click on the Advisor Tab
- You may need to be given access to this tab if you do not see it. (This tab is available to employees who have been through the Banner Basics & FERPA training and are enrolled in the Intermediate Banner Student Course. If you have completed the necessary training and still do not see the tab please email Kathy.firstname.lastname@example.org or Rachel.email@example.com)
- Advisor Dashboard
- On the right hand side find the box with the heading: Faculty and Advisor Links
- Click on Schedule Search Tool
- MyTech Home Screen
- Set the parameters for the Dept., Campus, Term, Etc.
- Then click Display Sections
- The sections requested will appear below the parameter settings box
- You can copy all of the information (in Internet Explorer) on the table and paste to Microsoft Excel, save, and edit the document as you wish
NOTE: This is real time data
How do I get a complete class roster?
How do I find a detailed class roster in Raiderlink if I have a Faculty/Advisor Tab?
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How do I find a detailed class roster in Raiderlink if I have a Faculty/Advisor Tab?
- Log into Raiderlink and click on the Faculty/Advisor Tab, then select the Summary Class List
- You will select the term Spring 2009 TTU, the following screen should appear if you are not an instructor for the selected term, click on Enter CRN Directly
- Then enter the CRN for the course you need a complete roster and click submit, see example below:
- At this point you should have the entire class roster:
- At the bottom of the list there is a link
Click here to email the registered students for the courses.
Raiderlink is Now Open for Scheduling - What does that mean?
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What does that mean for your schedule?
All departments should be reviewing their schedule in BOTH Ad Astra and Cognos. Why both?
- Ad Astra will only show classes that have days and times associated with them. Including but not limited to:
- Cognos will show ALL valid CRNs including cancelled classes and classes marked as invisible to students.
PLEASE REMEMBER: If a section is NOT cancelled students can still register even if there are no days & times associated with the section.
What is the difference between a CANCELLED CRN and a DELETED CRN?
- CANCELLED – if a section is cancelled it means that the students will not be able to see the section on Raiderlink; this status will also prevent a student from being enrolled in the section. If the enrollment number is at ZERO students can still see the course on Raiderlink and also could be permitted into the section by mistake. Cancelled CRNs do roll to the like future terms (Spring to Spring; Fall to Fall) so that you as a scheduler will NOT have to rebuild the CRN. This also helps eliminate errors as the correct section build will roll with the section.
- DELETED – if a section is removed or deleted it is permanent and the CRN will no longer exist including in future terms. Please remember that this can affect the fees associated with certain classes and this information will also not roll. If the department chooses to offer this course again the section will need to be created from scratch.
Why don't course restrictions show on MyTech?
Open "Advisor Advice" in a full window
- Check all sections for prerequisites, co-requisites, and restrictions in Raiderlink under the “Course Catalog”
- Submit any changes to IR (attention Tess Barlow or Ashley McPherson)
When students send error messages, find out what the error message is, ask questions – we will!
If it is a prerequisite error:
- Verify the student has completed the prerequisite course ( s ) required.
- Is the code on SSAPREQ correct?
- If the code is either incorrect or missing , email firstname.lastname@example.org; include the CRN, Subject/Section, a summary of the error received, and what prerequisite should be listed .
- If further research is needed ASFR will assist in the resolution process – allow for a standard resolution time between 24 - 48 business hours.
- If it is a co-requisite error :
- Did the student enter both sections' CRN at the same time? To avoid the co - requisite err or, the two CRNs must be submitted on Raiderlink simultaneously .
- Check SSADETL to verify your section(s) are properly coded. A change to the co - requisite infor mation needs to be submitted t o Institutional Research .
- If it is a link error:
- Did the student enter both sections' CRN at the same time? To avoid the link error, the two CRNs must be submitted on Raiderlink simultaneously.
- Verify the student is attempting to enroll using the correct CRN information.
- If at least one of the sections does not have a code on SSASECT and/or SSADETL email in ASFR.
How do I enter multiple permit(s) for one course?
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Multiple permit codes can be entered on a single section on SFASRPO.
Example: Course has multiple restrictions such as a pre-requisite and the course is full.
What to do?
Step 1 - Go to SFASRPO
- Permit Field - Enter in PREREQ (this will override the pre-requisite restriction)
- CRN - Enter the CRN to be permitted
Step 3 -
Go to next available line
- Permit Field - Enter ENROLLMNT (this will override the closed class limit)
- CRN - Enter the same CRN as above
Step 4 - Save
How to Check Your Prerequisites, Restrictions & Permissions
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PREREQUISITES make sure that SSAPREQ has a check mark in the CAPP areas for Prerequisites codes.
It should also have a prerequisite code attached that starts with the letter Q in the section CAPP area prerequisites restriction block.
RESTRICTIONS are things like majors only or juniors only and those should be listed on SSARRES.
PERMISSIONS are special approvals that must be given for students to register – like advisor or instructor permissions. Those are found on SSASECT.
How to Set Up Corequisites
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Co-requisites: These are two courses that the students are required to take in the same semester but have different course prefixes. Links will not work for these courses!
- Log into SSADETL in Banner and enter your CRN for the course you would like to review and next block
- Click the CRN icon located half way down the page
- Another screen will pop up and show the co-requisite sections that you need. SELECT and CLICK "OK"
- This is how it should be after you select the co-requisite section.
If you have courses that you think it should have co-requisites and it is not showing in section please contact Tess Barlow or Ashley McPherson
Section Prerequisites and Restrictions
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ALL prerequisites and restrictions in BANNER are now handled and maintained by Institutional Research (IR) Attention: Tess Barlow or Ashley McPherson (2-2080 ext 382 or 384).
Prerequisites, restrictions, and attributes can be viewed under “Course Catalog” or “Class Schedule” in the Faculty/Advisor Tab in Raiderlink or portal (http://raiderlink.ttu.edu/).
RESTRICTIONS (SSARRES Form):
All restrictions (College, Major, Classification, or Program) are coded in the course level. When sections are created, these restrictions should roll and can be found in SSARRES Form.
NOTE - the following are restrictions or requirements that CANNOT be coded in the Course Level in Banner:
- Restrictions for a specific section can only be done in the section area. If a restriction is added or attached in a course and you wanted one or two sections not to have this particular restriction, you need to take the restriction out in SSARRES, (highlight the restriction [example: under Major: BIOL] then go to the top drop down Menu “Record” and select “Remove”).
- “Permission by an instructor, advisor, dept, or college” cannot be coded in the course level. This permission must be added in the SECTION level only under “Special Approval” in SSASECT form.
- Other restrictions or requirements such as “field experience” or “must have 300 hours in internship, or must learn CAD applications and etc.,” are examples that cannot be add in Banner. You can add this as text in the section area (SSATEXT). Please note that this is not a restriction and will not prevent a student to register in that section.
PREREQUISITES in the SECTION (SSAPREQ Form):
Prerequisites in Banner are coded in the course level using CAPP Areas for Prerequisites and are attached in SCAPREQ form. When you create a new section, this should roll and can be found in SSAPREQ.
IF a course has prerequisite, please make sure of the following:
WHERE to find or view Prerequisites and Restrictions in Banner – Class Schedule
- CLICK this link to go to the portal or Raiderlink: http://raiderlink.ttu.edu
- Under MyTech or Faculty/Advisor Tab, CLICK “Class Schedule” and search for the classes or section you want.
- SELECT the TERM, then CLICK “Submit”
- SELECT a SUBJECT and/or COURSE, then CLICK "Class Search"
- CLICK AGAIN the section to see the detailed information. (In this example HOM 5308.001 CRN-18560)
- This is the Detailed Class Information. If a course has a prerequisite, you will find PREREQUISITES at the bottom of the class information. Restrictions and Attributes will be shown above the Prerequisites.
What Registration Permits should I use on SFASRPO?
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In Banner, there are multiple permit types available. Depending on the issue the student is experiencing when trying to process their registration and what your department’s policy is will determine the permit type(s) you should enter on SFASRPO. Update access to SFASRPO is only given to Academic Advisors who have been given permission to post permits by their department.
More than one permit type can be issued on a student (if needed). Examples of SOME but not all permits that can be issued:
The section is full.
- First, you need to determine if your department has given permission to allow any students to enroll in a section that has already met its enrollment limit.
- If the department decides to allow additional students into a section, you would set an ENROLLMNT permit.
The section has a pre-requisite.
- First, determine if your department approves specific students to enroll in a section even if they do not have the proper pre-requisite requirements.
- If the department allows the student to enroll in the section even though there are requirements, you would set a PREREQ permit.
The section has a major restriction.
- First, you need to determine if your department will approve the student with a different major to enroll into the section.
- If the department allows the student to enroll into the section, you would set an MAJOR permit.
The section is full and has a pre-requisite (multiple restrictions).
- A student can have multiple permits entered on their records giving them permission to register into the section.
- After the department determines it is allowable for the student to register into the section, you would set ENROLLMNT and PREREQ permits.
- Have specific questions about setting permits? Contact your Registrar’s office
- Have questions in regard to an issue on a section? Contact your academic scheduler or email Janessa Walls and Nicci Price
- Need to learn how to set permits? Register for a Banner Student Come-N-Go Workshop, or Send an email to AFISM.email@example.com
Important: You must only issue permits for the department(s) you are assigned to
Distance Education and Creating Two Sections
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A model in which the instructor, students and content can all be located in different, non-centralized locations, so learning can occur independent of place and time.
What questions to ask when building a distance education section……….
- Who will be registering in the class?
- Who are the students that will be taking this class?
- Where will the student be when they are receiving instruction?
- Are they at an alternate campus and the feed will be streamed to them?
- Will they be at a personal computer and can log on at their own leisure?
- Will the student be required to log onto an online service at a particular time?
- When will the students receive instruction?
- Will the students be required to log onto the course at a certain time?
- Making the section have times associated with it?
- How will the student be receiving instruction?
- Will the instructor be emailing the students their assignments and requesting them to submit their work electronically
- Will the instructor post requirements in an online course tool such as Blackboard?
- Will the instructor require face to face meetings with their students? If so, how often?
- The student will be located at the TTU main campus but the instructor is in Houston and they will be broadcasting the course material back to the student. How should this section be built?
Now, the instructor mentioned in Example One will also have students attending the course in Houston, can they be enrolled in the same section?
- This section should be built with a campus code of TLB, since this is where the students are located, and an instructional method of ITV, since the class will be fed live to the students.
I have no idea where the student is located but all instruction will be taking place online but the course requires the student to log on at a certain time and particiapte in class discussions. How should this section be built?
- No - these students will need to be enrolled in a section that carries a campus code of TUO (Other Texas) and an instructional method of Face to Face, since the students will be in the same location as the instructor.
- This section should be built with a campus code of TDE, since all instruction will take place online, and the instructional method should be MULTI, since the students will be required to log on during a certain time and participate in synchronous activity and also post and submit assignments via email or a course management tool.
The Coordinating Board Definitions
- Distance Education - The formal educational process that occurs when students and instructors are not in the same physical setting for the majority (more than 50 percent) of instruction.
- Distance Education Course - A course in which a majority (more than 50 percent) of the instruction occurs when the student(s) and instructor(s) are not in the same place. Two categories of distance education courses are defined:
- Fully Distance Education Course - A course which may have mandatory face-to-face sessions totaling no more than 15 percent of the instructional time. Examples of face-to-face sessions include orientation, laboratory, exam review, or an in-person test.
- Hybrid/Blended Course - A course in which a majority (more than 50 percent but less than 85 percent), of the planned instruction occurs when the students and instructor(s) are not in the same place.
Why is the campus code important?
Student fees are assessed by the campus code and in order for the student to not have all of the fees associated with the main campus (TLB) they must register for a section that is coded with an alternate location or campus code.
Blackboard Integration and Scheduling
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Recently Blackboard was integrated with Banner and that means that your faculty will have more up to date information regarding their student enrollment within their Blackboard sections. The good news is that with this new integration, faculty can request their shell within 24 hours of being added as the instructor of record in Banner.
To request a shell, the faculty member needs to visit the following website: http://appserv.itts.ttu.edu/BlackboardCourseRequest/default.aspx
After logging in with their eRaider, the faculty member will see a list of courses that they are assigned to in Banner:
Why is this important to the scheduling community?
Now that Banner and Blackboard are integrated, changing the Instructor of Record can result in lost work for the instructor. A few things to know:
- If you Record - Remove the existing instructor and enter the new instructor before you SAVE – only the new instructor will have access to the existing Blackboard shell.
- If you Record - Remove the instructor and SAVE and then add the new instructor, both instructors will have access to the existing Blackboard shell.
If a shell has been requested in Blackboard the Integration Partner code will appear on the section in Banner:
PLEASE DO NOT REMOVE THIS CODE FROM THE SECTION IN BANNER
What needs to be done if a section Instructor of Record is changed in Banner after the Blackboard shell is created?
If a faculty member is reassigned to a new section or CRN in Banner, and they have already created information within their previous shell in Blackboard, they must contact Karissa.Greathouse@ttu.edu in order to have the information transferred to their new section.
Campus Codes and Internships
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- TLB – Main campus code & carries all main campus fees
- TDE – Distance Education
- *TUO – In Texas but off Campus
- *TOT – Out of State
It appears that we have two kinds of internships if the students are not located on the main campus of TLB. Please choose one of the following when building internships or practicums:
- Students are in one location and faculty are here and the students are corresponding over email and the internet. For these sections they will be coded as TDE campus codes with the appropriate instructional method.
- Students report to the internship, and then the departments receive information at the conclusion of the term by a survey filled out by the employer. These internships should be coded as a campus code of TOT or TUO depending where the student is located.
Online & Off-campus Course Section Coding Policies
How Do I Run a Report in Cognos?
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- You will login with your eRaider and then select Cognos Content
- You will see several different folders; select the blue next arrow to go to the next page.
- Then select the Student Folder, then the ST Registrar Folder.
- It is report IMR054. You can then select the criteria you need to run for your report.
- You can use the Select All function, if you need everything for a College.
- Just click Finish and the report will run
- You can export to other formats by using the icon in the upper right corner:
Problems Viewing Report
- From the Tools menu in IE7, select Internet Options and then go to the Security tab.
- Select Trusted sites and click on the Sites button.
- Add your Cognos server to the list (https://cognos.texastech.edu), and make sure that the Require server verification (https:) for all sites in this zone is not checked.
- Use the slider to set security for trusted sites to Low. (If the slider is not available when you click ‘Trusted sites’ then click on ‘Custom Level’ and then ‘Reset Custom Settings’ to Low and click the ‘Reset’ button. It will ask if you really want to make the change. Click OK.
- Click OK
How do I view the class roster in Banner?
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Once you are in this form you will want to enter the CRN and hit next block.
At that point you will want to scroll all the way to the bottom. The second number on the bottom left hand side of Banner is the number of students registered:
If you notice, the sequence number is NOTthe total number of students enrolled in this course it is simply the number of records that have been entered!
The second number i.e. Record 14/14 is the total number of students registered.
Don’t forget there is a Banner form equivalent to TechSIS screen 105 as well which is SSASECQ (the “Q” meaning this is a query form so don’t forget to use the F8 key). SSASECQ will show you the max limit set for the course, the total number of students enrolled, and the number of seats available.
How to Export to Excel from the Summary Class List
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Use the instructions for Complete Class Roster from Raiderlink for Instructors in order get to a Summary Class List of one of your classes. This is an example of what is should look like.
Select or highlight the fields and students that you would like to move to Excel.
Then do a right click of your mouse to copy or select edit then copy from the menu bar at the top of your browser.
Open Excel to a new worksheet in order to copy the data
This step is very important in order to get it to paste correctly.
If you are using any version of Excel, you can click in the cell for A1 and then do a right mouse click and you will select the item Paste Special, not Paste.
It will then bring up a box that asks you to select an option for pasting, select Text and click OK
This is what the results should look like.
You are then able to edit as needed.
How to Run an Enrollment Report in Cognos
Review your own UTILIZATION numbers
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They can be found on the Report Portal of the Operations division: http://is.operations.ttu.edu/planadmin/odpareportportal/default.aspx
- Go to Report Selection
- Expand the Restricted Reports
If you do not have access to these reports simply supply your rRaider and we will get you access.
- Expand the Space Usage Efficiency Room Reports
- The report is titled Section Percent Fill ( it is the last report listed)
- This report examines the percent fill using actual enrollment versus the maximum capacity of the scheduled space
- These numbers are updated weekly and not nightly.
- To execute the report select the report and hit the magnifying glass icon.
- One the report is generated you can view it online or export it for future use.
This report is of all the course sections that are currently scheduled for the upcoming fall term and shows their current percent fill (Space Utilization Efficiency Metrics or SUE). The goal is for every Classroom or room with a coding of 110 to reach the 65% fill marker. Appropriate scheduling of academic courses will not only assist the students with their end goal of graduation but it also has the potential to increase University funding.
Campus Verification for Enrolled Students