Southern University and A&M College
Baton Rouge, LA
Division of Information Technology
Banner Access
Policies and Procedures
NOTE: Actual steps for creating, updating and/or deactivating Banner
User ids are not published for security purposes.
Banner is the name of a fully integrated software solution developed by Ellucian and used
by the University to manage its business operations. The Banner system supports and
manages student information, financial aid, finance, and human resources. In addition,
Banner provides information to users through either internet-based forms or through web
access. This system is a shared integrated database and therefore it is important to
emphasize that this policy ensures availability of information across divisions. The
Banner system contains data from multiple operational areas that need to be integrated
in order to support institutional research, business analysis, reporting, and decision
The purpose of this Banner System Access and Security Policy is to ensure the security,
confidentiality and appropriate use of all Banner data which is processed, stored,
maintained, or transmitted on Southern University’s computer systems and networks.
This includes protection from unauthorized modification, destruction, or disclosure,
whether intentional or accidental. This policy is intended to:
safeguard the integrity of computers, networks, and data located at the Southern
University and A&M College
ensure that the use of electronic communications complies with University policies, rules
and regulations, federal and state laws and other applicable regulations;
protect the University against damages, liability and the legal consequences that
may result from the misuse and/or abuse of its various electronic systems.
Intended audience
Personnel responsible for implementing and maintaining security should follow the
guidelines set in this handbook. Access in Banner is generally limited to that which is
required in order to complete your job functions. Data elements in the Banner system and
their confidentiality, use and release are also governed by established college/university
policies and federal and state laws, including but limited to the following:
FERPA of 1974 as amended (Also known as Buckley Amendment)
Health Insurance Portability and Accountability Act (HIPAA)
Southern University Student Catalogs (Undergrad, Grad and/or Law)
Southern University Employee Handbook
TNS Acceptable Uses of Information Technology Resources
This policy is intended to address only the security and access and not supersede in any
way those established policies and regulations.
This Document was revised in June 2014. The original document, created in May 2011.
Upon approval from the Banner Steering Committee, it was incorporated into the Information
Systems Security Policy and Procedure manual.
Authorized User Any individual or entity permitted to use University computers, networks
or tele or video resources. Authorized users include students, staff, faculty, alumni, sponsored
affiliates, and other individuals who have an association with the University that grants them access
to University information technology resources. Some users may be granted additional
authorization to access institutional data by the data owner or custodian.
Banner Data Any data that resides on, is transmitted to, or extracted from any Banner
system, including databases or database tables/views, file systems and directories, and
Banner Security Administrator An IT professional position in the Division of
Information Technology responsible for processing approved requests.
Banner Steering Committee A Presidential appointed committee with membership
representative of all Banner system areas. This committee provides oversight for the
entire Banner system, and interacts as needed with the modular teams.
Banner System Human Resources, Finance, Student, Financial Aid, Operational Data
Store (ODS), Enterprise Data Warehouse (EDW), Luminis, fsaAtlas, and any other
interfaces to these systems.
Database Administrator (DBA) the Database Administrator is responsible for the
application of software upgrades and patches as provided by the USG and back-ups of
the local database server. The Database Administrator acts as the first step of security
by creating user ids and passwords to access the local file servers. The Database
Administrator is also responsible for the creation and deletion of user ids to access
specific data relative to the position occupied by the employee and approved by the
appropriate Director.
Data Custodian University Directors (typically at the level of Registrar, Director of Payroll
and Employee Benefits, Director of Student Financial Services, etc) are representatives of
the University who are assigned the responsibility to serve as a steward of University data in
a particular area. They are responsible for developing procedures for creating, maintaining,
and using University data, based on University policy Uand applicable state and federal laws.U
Data Users Data users are individuals who access Banner data in order to
perform their assigned duties or fulfill their role in the Auburn University community.
Host Institution integrates internal and external management information across an
entire organization, embracing finance/accounting and human resources. Its purpose is
to facilitate the flow of information between all business functions inside the boundaries
of the organization and manage the connections to outside users.
Maintenance access Access enabling the user to both view and update Banner data.
This access is limited to users directly responsible for the collection and maintenance of
Module Functional Administrators are the persons that assign screens to users
specifying whether the screens are view only, update or denied access. These are the
following primary and secondary person(s) that have the authorization to give access to the
Banner Modules
Query access Access enabling the user to view but not update Banner data.
Security Liaison coordinates the user access procedures by reviewing all requests for
accuracy, distributing requests to the appropriate area and maintaining a log of completed
Functional Security Administrators for Banner Applications
Banner Accounts Receivable
Banner Finance
DVP Finance & Business
Asst. to VP of Finance &
Business Affairs
(Host Institution)
Assoc V/C for Finance
Assoc. Comptroller
Assoc V/C for Finance
Budget Officer
Coordinator of Fiscal
Director of Finance
V/C for Finance & Admn
V/C for Finance & Admin
Banner Financial Aid
Current Name
Current Name
Banner Housing
Current Name
Banner H/R
Human Resources
HR Supervisor
HR Analyst
Assoc V/C for Finance
Assoc. Comptroller
Accounting Supervisor
Banner Student
Banner Student cont.
Current Name
Current Name
Registrar’s Office
Current Name
Assoc. V/C for
Enrollment Management
Asst. V/C for Records and
Enrollment Management
Assoc. V/C for
Enrollment Management
Asst. V/C for Records and
Enrollment Management
Registrar’s Office
Assoc. V/C for
Enrollment Management
Asst. V/C for Records and
Enrollment Management
This document provides a general framework of the policy utilized by Southern
University’s use of the Banner System. It is designed to assure security of information
and/or systems associated with the Banner. These are basic components, procedures,
and general guidelines for dealing with computer and network security, as well as
personal responsibilities of the employee and supervisor. All users of Internet Native
Banner (INB), Self Service Banner (SSB), and applications that depend on Banner data
are required to comply with these security procedures
Each functional area has a clearly defined set of Banner security classes that is
readily available for review and stored in a location that is available to said area,
as well as appropriate systems management staff. Each area reviews the definition
of their classes at least annually, and at the time of a system upgrade, to guarantee
definitions are still appropriate, and that newly delivered forms are assigned to
appropriate classes. Each functional area is required to review and sign off on their
Banner security classes each year.
Twice a year, the functional lead representing each module of Banner receives from the
DBA or systems administrator a printed report of all users who currently have access to
some portion of their data and the roles assigned. Functional Security Administrators are
REQUIRED to review this information, sign off, and return this to the DBA and systems
administrator to keep on file. Receipt of this report is the final "catch all" particularly for
users perhaps outside of the functional lead's primary area. Before returning to the
systems administrator, the functional lead determines that those external to their primary
area are still employed similarly and need access similar to what had been originally
granted. Changes are typically fairly limited, as the termination protocol should capture
these changes immediately. Non-receipt of this important documentation may result in
user account terminations.
The current Banner system at Southern University consists of four modules:
1. Finance
2. Human Resources
3. Student
4. Student Financial Aid
Each of the modules has a Functional Security Administrator who is responsible for
approving access. As a general principle of access, college data shall be shared among
Banner users whose work can be done more effectively by knowledge of such
The Security Liaison is accountable in collaboration with the security administrator for
ensuring that each information user knows the responsibilities placed on them by this
policy. Access codes are assigned by the DoIT security administrator to authorized users
after submission of a complete Banner Access Application Form. Banner training is to be
provided by each department as needed and required.
Banner users are not to loan or share their access codes with anyone. If it is found that
access codes are being loaned or shared, users are subject to disciplinary behavior of
students, faculty, and staff.
An approved and signed Banner Access Application Form is required of each Banner
user, which indicates agreement with adherence of security and access policies of the
University. The Functional Security Administrator and users’ supervisor are to assure that
the level of access is consistent with the users’ job responsibilities and sufficient for the
user to effectively perform their duties.
In general, all Banner information must be treated as confidential. Even public, or
“directory” information is subject to restriction on an individual basis. Unless your job
involves release of information and you have been trained in that function, any requests
for disclosure of information, especially outside the University, should be referred to the
appropriate office.
1. A Banner User Access Request Form is acquired from the functional security
administrator, (see the table of Functional Security Administrators on pages6-7 for reference,
and see pages 17-18 for example of request form).
2. The form is completed and signed by the user with assistance from their supervisor or
the person responsible for their department to determine the appropriate access for
the user.
3. The form is approved and signed by the supervisor and functional security
administrator for the module access requested. Module access requires a signature
from the appropriate functional security administrator for the module approval.
4. Additionally, access request forms from ALL areas (SUS, SUNO, SULC, SUAREC
and SUSLA) pertaining to Finance and/or Payroll must be reviewed and approved by
the Host Institution (SUA&M Host) Data Functional Security Administrators prior to
forwarding forms to the Security Liaison.
5. The form is sent to the security liaison. Note: The security liaison maintains a list of
people who are the Functional Security Administrators. If the functional security
administrator is to be absent for a period of time, an alternate access liaison and period
of time is to be communicated to the security administrator by the liaison or department
6. The approved forms are sent to the security administrator and/or DBA, who will
establish the employee’s account in accordance with the form by assigning a user ID
and initial password.
7. To change access for existing users, an approved form is sent to the security liaison,
who will route it to the security administrator for processing in accordance with the
8. Banner navigational and other special training is then scheduled by the appropriate
9. The security liaison will maintain a historical file of all authorized forms
10. Banner Account Deactivation
The functional security administrator is to notify the security administrator of users
who have terminated employment or changed positions to update the user accounts.
Banner Information System accounts and employee related access will be disabled
immediately following the employee's last day of work. Employee data is not purged.
However, employee access to Banner is disabled at the end of employment.
As a crosscheck, Human Resources will provide a list of terminations and changes
of employee responsibility each month to both the security liaison and functional
security administrators. The security administrator will verify that users’ accounts
have been changed or deactivated.
11. Auditing Procedure for Production Updates via SQL Coding
Auditing in Oracle falls into five main steps.
Server Setup
Audit Options
View Audit Trail
All auditing procedures processed by the DBA. Only DBAs should have
maintenance access to the audit trail. If SELECT access is required by any
applications this can be granted to any users, or alternatively a specific user may
be created for this. All audit reports will be reviewed by the DBA, DoIT Security
Officer and the Functional Security Administrator.
Banner Security Policies and Procedures