COMMENCEMENT PROCESSING
(PORTAL/WEB APPS/BANNER SCREENS)
(v. 2) March 3, 2016
3/21/2022 - Eliminated the undergraduate general ceremony.
Table of Contents
LDAP Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Maintaining the Need to Know Section on the commencement page . . . . . 9
Apply for Graduation Web App . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Administrative functions of Graduation Web App . . . . . . . . . . . . . . . . . . . . 16
Manually adding/maintaining Graduation Applications . . . . . . . . . . . . . . 19
Terms available for graduation applications (Banner screen WERG004) . . 21
Scholarships and Fellowships Web App. . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Graduation CheckOut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Completion of CheckOut Process by the Office of Student Records . . . . . 26
Manually allowing students to see the portal page and apply . . . . . . . . . . . 32
Tracking Undergraduate and Graduate Students Eligible for Graduation. . 33
Ldap Groups
p_greligible: Students registered this academic year with a classification of
2J,1U,2U
p_gr_greligible: Students registered this academic year with a classification of
G1, G2, G3, G4, G5 (passing in their current curriculum level and this term as parameters
p_gr_holds: Students (UG and GR) with a graduation hold that is not an A4 hold code
p_gr_faholds: Students (UG and GR) with an A4 hold
p_uggr_apply: Students (UG) who can apply to graduate. (They are in the p_greligible
group or the p_grelig_ovr group but do not exist in the wreg161 table (application table)
for a term in the wreg162 table)
p_grgr_apply: Students (GR) who can apply to graduate. (They are in the p_greligible
group but do not exist in the wreg161 table (application table)
for a term in the wreg162 table)
p_uggr_applied: Students (UG) who have applied to graduate. (They are in the p_greligible
group or the p_grelig_ovr group and exist in the wreg161 table (application table)
for a term in the wreg162 table with chk_ind = ‘Y’)
p_grgr_applied: Students (GR) who have applied to graduate. (They are in the p_greligible
group and exist in the wreg161 table (application table)
for a term in the wreg162 table with chk_ind = ‘Y’)
p_uggr_checkout UG Students who have applied and are now eligible for checking out for a term
identified in wreg162 with chk_ind = ‘Y’
p_grgr_checkout GR Students who have applied and are now eligible for checking out for a term
identified in wreg162 with chk_ind = ‘Y’ and have not applied for a CERT program.
p_uggr_checkedout p_greligible + p_grelib_ovr UG students that do not have any graduation holds that have
checked out (entry in table wreg164) for a term whose end date plus 14 days is greater
than or equal to today.
p_grgr_checkedout p_greligible GR students that do not have any graduation holds that have
checked out (entry in table wreg164) for a term whose end date plus 14 days is greater
than or equal to today.
P_reg_admin Deborah & Connie P.
p_gen_ceremony Those attending the general ceremony
p_as_ceremony (AS Ceremony)
p_bu_ceremony (BU and ED Ceremony)
Portal
Accessed from the Student Home page’s Need to Know section by the p_greligible or p_gr_greligible ldap groups. (that includes all students registered this academic year and have a classification of '2J', '1U', '2U', 'G1','G2','G3','G4' or 'G5')
The following message is displayed for undergrads
:
The above link will connect the student to the Commencement Page: (https://my.canisius.edu/group/student/commencement)
Portal Commencement Page Content:
Message: Apply to Graduate
Ldap Group: p_uggr_apply
Population: All UG students who will be graduating this year (p_greligible + p_grelig_ovr who have not previously applied)
Message: Apply to Graduate
Ldap Group: p_grgr_apply
Population: All GR students who will be graduating this year (p_gr_greligible ) who have not previously applied)
Message: Thank you for your application
Ldap Group: p_uggr_applied
Population: UG students who have applied (and therefore exist in the wreg161 table and on the wreg007
screen for the terms identified on wreg004 screen as a term available for checkout = Y.
(not necessarily p_greligible)
Message: Thank you for your application
Ldap Group: p_grgr_applied
Population: GR students who have applied (and therefore exist in the wreg161 table and on the wreg007
screen for the terms identified on wreg004 screen as a term available for checkout = Y.
(not necessarily p_gr_greligible)
Message: Scholarship/Fellowship
Ldap Group: p_seniors
Population: All students who will be graduating this year
Start Date: Always available
End Date:
Message: Check Out For Graduation
Ldap Group: p_uggr_checkout
Population: undergrad students who have applied (and therefore exist in the wreg161 table and on the
wreg007 screen for the terms identified on wreg004 screen as a term available for checkout = Y.
(not necessarily p_greligible)
Message: Check Out For Graduation
Ldap Group: p_grgr_checkout
Population: Grad students who have applied for non Cert programs (and therefore exist in the wreg161 table
and on the wreg007 screen for the terms identified on wreg004 screen as a term available for
checkout = Y.
(not necessarily p_greligible)
Message: Account Holds
Ldap Group: p_gr_holds
Population: students who have active holds on their account with the grad_hold_ind = Y and
are not A4 holds (not necessarily p_greligible or p_gr_greligible).
Message: Ceremony Instructions
Ldap Group: p_uggr_checkedout or (p_bu_ceremony, p_as_ceremony)
Population: undergraduate students who have completed check out in this term (exists in wreg164) (not
necessarily p_gr_eligible)
Message: Ceremony Instructions
Ldap Group: p_grgr_checkedout
Population: Graduate students who have completed check out in this term (exists in wreg164) (not
necessarily p_gr_eligible)
Maintaining the Need to Know Section on the commencement page.
Click on the Edit Web Content button in the lower left corner of the portlet.
This will open the Web Content Editor (shown below). In this section you define each of the messages to be displayed on the screen, the location of the message on the screen, who sees the messages, the dates the message is available, and any appropriate links.
Adding and Editing the web content:
Once all changes have been made, click the Save and Continue button above. The following message will be displayed in the green bar at the top of the screen.
Click Return to Full Page in the upper right corner to exit this process.
Some subtle things to note:
It is not necessary to delete a message if you do not wish it to appear for anyone. Just set the dates to past values and no one will see the message. This is useful if your message should only appear for a short period of time each year or each term. It will save you from having to recreate the template row each time.
Remember that the top portion uses ldap group and date for displaying a message. If you enter a valid start date but set the end date for 20991231, the message will always be viewed….but only by those individuals in the specific ldap group. If for example: you want the Account Holds information to always remain on the screen visible for anyone who has holds, set the begin date to today and the end date for 20991231 with a p_gr_holds ldap group.
The system is design to use a link to a web page but if you want to do something a little more unusual such as “Click here to send an email”, contact ITS. It may be possible but will likely require some extra coding in the message section.
Apply for Graduation Web App
Modification Log:
04/01/12 Dart, Pam Original
01/06/2015 Dart, Pam Revised to be used by both undergrads and graduates.
Brief Description
This web application allows the undergraduate and graduate students to apply for graduation.
Link: access is through myCanisius portal from the commencement page.
Authentication
The p_greligible and p_grelig_ovr ldap members should be authorized for this application. P_greligible includes all students registered this academic year and have a classification of '2J', '1U', '2U', 'G2','G3','G4' or 'G5'
Each candidate may apply for graduation one time per year (year value from wreg162 table). Duplicates are not allowed.
When they logon, they see the following screen:
If the student is an undergrad, the Undergraduate button is available to click. If the student is a graduate student, the Graduate button is available. Both of the screens that follow are very similar except that the graduate one requires the selection of the degree and the undergraduate application will default it.
All majors and all concentrations will be listed in the top portion. This information is based on the sovlcur and sovlfos data. The student’s name defaults into the diploma name value. This is stored in WREG161 and written to the SHADIPL rows. The system updates SHBDIPL as appropriate with this value regardless of there being data already in the name field. We assume this is the most recent and correct data to be kept. The application will also update the sought row for the student on SHADEGR with data pulled from the WREG004 screen as described below. We assume the sought row exists at this point.
The office of the student records controls which terms are displayed that a student can select (via banner screen WREG004).
If a student selects a non-Spring term in a term beyond the term of the next ceremony (“40” term from wreg161) and they are not applying for a certification, they are prompted to answer an additional question:
When a student applies to graduate, updates are made other database tables as follows:
Wreg153 (tables supporting the wreg002 screen for graduation tracking) –
Applied row entered for the term they are completing their degree requirement.
Walker row entered for the next spring term if they answer Yes to the attending question above.
Wreg161 (tables supporting the wreg007 screen for application maintenance)
Row inserted for the term in which they are completing their degree requirements. Duplicates are not allowed within the same WREG004 Year value.
SHBDEGR (table supporting SHADEGR screen)
The row representing the student “SO”ught record updated with the Graduation Term, Deg Code, Status, Year and Graduation Date from WREG004 screen for the term the student is completing their degree requirements.
SHBDIPL (table supporting SHADIPL screen)
The student’s row is either updated or inserted (based on the SHBDEGR_DEGREE_SEQ_NO from SHBDEGR above) with the name entered on this web application.
Also note that the wreg002 screen has been altered so that upon “reload” of the term’s graduation data, any “walker_flag” or “applied_flag” rows with values are not deleted. This will guarantee that if a student has applied before the Registrar’s office loads the whole term’s data, their application information will not be deleted.
When the student successfully submits their application, the following message will be displayed.
If a student attempts to submit an application more than once, they receive the following:
A duplicate is determined based on the year values entered on wreg004. A student cannot submit more than one application within the Year value on WREG004.
On rare occasions it is possible for a student to have applied for graduation in one term (say fall) and indicate that they are attending the spring ceremony. If they then apply for the spring term for a different sequence number, they could have 2 applications for the same term in wreg161 (with different sequence numbers). If this occurs, they will get a message indicating that they must contact the office of student records to have their checkout completed manually. They can no checkout via the web application.
Administrative functions of Graduation Web App
Limited individuals have access to the administrative functionality of this application. Those individuals will have an additional link at the top of the screen called Admin..
When you click on that link the following screen will appear:
In the search field, enter the last name of a student to reduce the list. Click on the name of the person you would like to impersonate You will be taken to the main screen as that person. However, be patient, response is a little slow on this screen due to the number of students being displayed.
The terms that are displayed on the application screen are controlled by data entered on Banner screen WERG004.
Adding and deleting terms on this screen will control the terms display on the web application line shown below:
The values entered on this screen will control the values entered into the degree pending SHADEGR row updated by the web application.
Manually adding/maintaining Undergrad Graduation Applications:
Banner screen WREG007 allows the Office of Student Records to Maintain Graduation Applications.
Enter the Term Code and click Go.
All students who have applied for graduation for that term will be displayed with their answers from the web app.
To add a student to the list for a particular term:
You can sort by any field on this screen by clicking on the header bar.
You can filter by clicking on the Filter button. This will open a standard Banner 9 screen that allows you to reduce the records you are looking at the qualifiers (or filters) you add to the screen.
For example, you can filter by Levl equals GR to view only Graduate level records. Please note that the totals on the lower portion of the screen will not be revised to reflect the filtering done on the
top portion of the screen.
To add a student to the list for a particular term:
Whenever a student applies to graduate via the web application (apps.canisius.edu/gradapplication) they will appear in the term in which they have applied for.
Only those in the Office of Student Records should add people to this list. There are other pieces of information in Banner that must be updated along with this screen in order to manually set someone up for graduation processing.
Click on any row in the table, the Insert button will become undithered, allowing for inserting of a row.
Enter the id number in the Student Id field. Click tab. Enter the appropriate degree sequence number from SHADEGR. Click tab. Continue to enter all the appropriate values.
To save the insert, click on the SAVE button in the lower right corner of the screen.
Either you will receive a successful message or a failure message in the upper right corner of the screen.
To Delete a Student from the list:
Only Deborah Prohn has access to delete a row from this table.
Click on the row in the table you wish to delete. Click the delete button in the upper right hand corner of the screen. Note, this delete happens immediately, you do not have to click save for the delete to occur. When you delete a row from this table, it does not reset any values in any of the Banner proper screens such as SHADEGR. Resetting of any of those values must be done manually on those specific screens.
Managing the flags:
To turn a flag on, simply click in the field under the column and enter Y. A blank value represents N. Click Save to save your changes. You can not revise the Applied field. This is set only when a student applies using the web application.
Please note the student will be added to the temporary tables but no processing will be completed for their SGADEGR, WREG002, SHADIPL, ETC. data. That must be managed manually.
Adding and deleting terms on WREG004 will control the terms display on the web application line shown below:
The values entered on this screen will control the values entered into the degree pending SHADEGR row updated by the web application. Additionally, the Term Available for Checkout field feeds the process that identifies the terms in which students have applied that allow them to be put into the p_uggr_checkout group. This group controls who can get to the checkout application.
Scholarships and Fellowships Web App
Modification Log:
08/01/12 Dart, Pam Original
Brief Description
This web application allows the undergraduate students to notify the Office of Student Records of received scholarships, fellowships or assistantships for graduate study work for recognition in the commencement program.
Link: access is through myCanisius portal from the commencement page viewable by p_seniors and is available based on the dates entered in the Need To Know template for this application.
Authentication
The p_seniors ldap members are authorized for this application.
When they logon, they see the following screen:
To add an award, click Add. A blank line will be displayed for the user to enter as shown below:
The name of the awarding institution and the type of award are required. Click Save to save the data to the database. A message will be displayed if the data was successfully saved and the entry is added to the students list of awards.
The student can then edit the awards listed, add additional awards or delete awards.
Graduation CheckOut:
Modification Log:
09/04/12 Calianno, Russ Original
01/06/14 Dart, Pamela Revised process for multiple ceremonies.
02/02/15 Dart, Pamela Added graduate students to processing.
03/04/16 Dart, Pamela Removed alternative tickets, added additional tickets for Undergrads
Brief Description
This web application allows the undergraduate and graduate students to checkout for graduation once they have applied and have no holds on their account. The Banner screen for the registrar’s office allows everyone in the registrar’s office to dispense graduation tickets and print the form for the bookstore so that students can get their cap and gown. (For graduate students, no tickets are currently dispensed for their ceremony. Because the students do not have to come to the registrar’s office to collect tickets, their cap and gown form is available to print directly from the web application)
Link: access is through myCanisius portal from the commencement page viewable to p_uggr_checkout and p_grgr_checkout
Authentication
The p_uggr_checkout and p_grgr_checkout LDAP members are authorized for this application.
Each candidate may check out for graduation one time per spring graduation ceremony. Duplicates are not allowed.
When the logon, if they have not already checked out for this spring term, they see the following screen:
All majors and all concentrations will be listed in the top portion. This information is based on the sovlcur and sovlfos data. The student’s name defaults into the diploma name value.
When a student checks out to graduate, a record is written to wreg164. To accommodate multiple ceremonies, the students are all asked if they are attending the general ceremony. However, depending upon their degree, they will either be asked if they are attending the ceremony for the School of Arts and Sciences or The School of Education and School of Business Ceremony. Below is a screen sample for a student in the School of Business.
The wreg164 table tracks each value entered. Updates to SHBDIPL and SHBCATT with UGYES/UGNO as well as termcode (Spring) are based on their answer to the school specific ceremony. If they are not attending, the UGNO value is entered in SHBDIPL and SHBCATT. If they are attending SHBDIPL and SHBCATT will have a UGYES in the appropriate fields.
The graduate version of the above screen lists only the graduate ceremony.
When the undergraduate student successfully submits their information, the following message will be displayed.
When a graduate student successfully submits their information, the following message will be displayed:
If a student attempts to submit an application more than once, they receive the following:
If a student has more than one in the table, a message appears telling the student to go to the office of student records to checkout manually.
WREG005. This screen is show below. Access to the checkout process has been added to the SFRSQUEUE software that is used to manage students coming to the Office of Student Records and Financial Services Office. SRFS has access to this screen specifically to insert rows for students who failed to checkout or to change attendance information for graduate students. While it does have ticketing information on the screen, it is NOT intended to be used for the purposes of managing the ticket dispensing process.
The students, during the checkout process on the web, indicated if they intend to attend the general ceremony or not and indicated the number of tickets and alternate site tickets they wish to get. Students also indicate if they are attending their school’s ceremony and the number of tickets for that event. This screen will not allow the production of the cap and gown data for students. That can only be handled via the web application, the SRFS QUEUE software or a word document completed for the student. This functionality was removed by necessity as Banner 9 does not support the report creating/printing process used under Banner 8.
Manually authorizing students to access the graduation portal page and apply:
Call the help desk. Identify the student and tell them to:
“Add the p_grelig_ovr reporting group resource for the student and then reprovision them”.
The help desk can do this and the programming staff can do this.
What will this do:
1) The graduation information section of the Student’s Need to Know section will be displayed allow the student to see the link to the Commencement Community Page.
Once on the Commencement Community Page they will be allowed access to
1) All unsecured announcements available to allUsers.
2) Apply to Graduate application which is available all the times. (Access to this is limited to people in the p_uggr_apply ldap group. The p_uggr_apply ldap groups includes anyone in p_greligible and p_grelig_ovr who have not already applied for the available graduation terms)
3) Access to the Scholarships, Fellowships and Assistantships web application during the dates that is available for students. This link is specifically available to students with either the p_greligible or p_grelig_ovr ldap groups)
4) The Check Out for Graduation process when it is available (controlled by p_uggr_checkout ldap group which includes anyone who has applied for the available terms)
5) The holds and exit interview announcements if they have those indicators
6) The announcement for the undergraduate speaker when it is displayed based on dates.
7) The detailed commencement directions once they have checked out (that process will make them part of the p_uggr_checkedout ldap group)
If the student does not have access to the portal anymore because their account has expired (ie: they haven’t been registered in a year) then you can ask the help desk to add the p_student reporting group resource for that student as well. This will give them student access.