3.3.4(p)4. Banner User Account Access


Revised:
Last Reviewed:
Adopted: October 17, 2019

Purpose

The purpose of this policy is to ensure the security, confidentiality and appropriate utilization / access of data processed, stored, maintained, or transmitted in conjunction with Lanier Technical State College's (LTC) BANNER Student Information System.

Scope

This policy applies to LTC employees, students and temporary employees. User account access to the LTC BANNER system will be limited to the extent necessary for an LTC employee, student worker or temporary employee to perform his / her job responsibilities. Access to BANNER data must be approved by the respective BANNER data steward responsible for the data in which access is being requested. Procedures on how to request a new BANNER user account, how to request access / modify access to BANNER data and how to request a BANNER user account be deactivated are provided in the "Procedures" section of this Policy. In addition to the information outlined within this policy, the confidentiality, use and release of electronic data are further governed by established LTC policies as well as federal and state laws, including the following:

Definitions

BANNER Data: Any data that resides on, is transmitted to or is extracted from the LTC BANNER system, including BANNER databases or database tables/views, file systems, directories and forms.

BANNER Database Administrator 1DBAI: A member of the LTC Information Technology unit who is responsible for managing / supporting the LTC BANNER system. The DBA is also responsible for processing approved new BANNER user account requests, responsible for processing approved BANNER user account data access / access modification requests and responsible for processing approved BANNER user account requests to deactivate a BANNER user account.

BANNER Data Steward: AN LTC employee (i.e., Vice President, Director or Academic Dean) in the Admissions, Records, Financial Aid, Business Affairs, or Academic units who is responsible for approving a BANNER user account and level of BANNER access (i.e., maintenance access, query access) to BANNER data that is managed within the employee's respective area of responsibility.

Listed below are the BANNER Data Stewards for the respective units:

BANNER Student Information System: A database system that contains student academic and financial data. Other academic and administrative data elements of the college are also housed within BANNER. BANNER Web is the version of BANNER that students, faculty and staff utilize for general use. BANNER INB (Internet Native BANNER) is the "advanced" version of BANNER and is utilized primarily by LTC employees in the Student Affairs and Administrative Services units.

BANNER User Account: A BANNER user account is required to access the "advanced" version of BANNER, also known as BANNER INB (Internet Native BANNER). A BANNER user account is not the same as a BANNER ID number, which is typically referred to as the LTC Student ID number and begins with 910. All LTC employees and students are issued a BANNER ID numbers upon employment or acceptance of admission to LTC. The BANNER ID number is utilized to access BANNER Web.

Maintenance access: A level of access within BANNER that enables a BANNER user account to view and modify BANNER data.

Query access: A level of access within BANNER that enables a BANNER user account to view but not modify BANNER data.

Procedures

This section provides information on how to request a new BANNER user account, how to request access / modify access to specific BANNER data elements and how to request a BANNER user account be deactivated / closed.

To request a new Banner user account:

  1. Before requesting a new BANNER user account, the user must meet the following requirements:

    1. Be a current LTC employee, student worker or temporary employee of LTC.
    2. Successfully complete FERPA and Information Security training sessions.
    3. Submit a signed FERPA acknowledgement form to the Office of the Registrar.
  2. The VP/ Division Dean/Director is responsible for determining which security class(es) are required to perform the employee' job duties. The VP/ Division Dean/Director can reference another user's account to copy permissions from in order to give new user appropriate access to BANNER classes.
  3. The VP/ Division Dean/Director should submit an email to the Helpdesk (helpdesk@laniertech.edu) on behalf of their employee requesting a new BANNER account for their employee. For each BANNER data element selected on the Helpdesk request, the respective BANNER Data Steward will need to approve the requested access.
  4. The account will be created and permissions established by the BANNER Project Lead/BANNER Security Admin.
  5. BANNER Project Lead/BANNER Security Admin will notify the employee and supervising VP/ Division Dean/Director when the account is ready for use. This process is done by closing the original helpdesk request detailing the ticket has been worked and complete.
  6. The BANNER user account password must be changed by the user every 90 days.

To request access to modify the current BANNER data access for an existing BANNER User Account:

  1. The VP/ Division Dean/Director should submit an email to the Helpdesk (helpdesk@laniertech.edu) on behalf of their employee requesting permission to modify the current user access.
  2. The user's VP/ Division Dean/Director will indicate in the appropriate sections the various BANNER data elements the user will need to access to and/or for which access is to be removed. For each BANNER data element selected in the request, the respective BANNER Data Steward will need to approve the requested access.
  3. Once the Helpdesk request is completed, submitted, and the necessary approvals are obtained from the respective BANNER Data Stewards, the BANNER Database Administrator (DBA) will assign access / remove access to the approved BANNER data elements. The BANNER DBA will retain copies of the completed/signed "BANNER Access Request" form as documentation to support Separation of Duties (SOD).

To request a BANNER, network and/or email User Account be deactivated:

  1. When an employee, student workers or temporary employee of LTC no longer requires use of his/her BANNER user account due to changes in job responsibilities, resignation, termination, etc., the respective BANNER user and LTC network / email accounts must be closed prior to or no later than close of business on the last day of employment.
  2. For all LTC employees including student workers, the LTC Human Resources (HR) unit will notify via the Helpdesk the VP for IT the employee's last day of employment. For notification purposes, other LTC unit heads may be included on the Helpdesk email message. This request is necessary to deactivate any LTC network and/or email accounts that were created for the user. When completing the request, the user must indicate that the request is to remove access and must also contain the respective user's name, LTC BANNER ID number (number that begins with 910) and the name of the LTC unit in which the user was employed. Once the form is received by the LTC Database Administrator (DBA), the user's LTC network and/or email accounts will be deactivated. The DBA will retain copies of the completed request as documentation to support Separation of Duties (SOD)
  3. Banner accounts will be audited annually. If the user has not logged into their account in the past year, the account will be deleted.