Unarchive Student Record in Banner
Overview:
The following steps can be used to restore academic data. This is an overnight process. Refer to microfiche to ensure information was restored properly. Ensure that requesters' information is added to SPACMNT.
Important Dates or Records:
After processing an application, the semester (S1) record will be active. Instructions below are for activation of the quarter (01) record.
At the end if the process, this is how the unarchived record should look like:
Part 1: SPAIDEN
Instructions:
1. Go to SPAIDEN.
2. Enter the Student ID in the ID field.
3. Click GO.
4. Click on the Alternate Identification tab.
5. Check if the record has an alternate ID that begins with 998, 999, or D00*. (Most students do not)
5.1 If there is one of these IDs, copy the ID, go to the Biographical tab, and paste the ID in the SSN/SIN/TIN field, replacing the Social Security Number.
5.2 Once the Student Record has been un-archived and readmitted, replace it with the original Social Security Number.
*These are old student ID numbers that may have academic records associated with them. Replacing the SSN for the old ID is the only way the system can find the records and un-archive them.
6. Click on the Address tab.
7. Find the Active SM Address and click Shift-F6 to delete.
8. Go to the Address Type field and press F6 to insert.
9. Type YY as the Address Type. (It will activate the unarchive process)
10. Type Current Address. (Refer to application)
11. Tab to Telephone Type and type SM. (This prompts the system to change the YY to an SM address)
12. Type Phone Number.
13. Save (F10).
Step 2: SGASTDN
Instructions:
1. Go to SGASTDN.
2. Enter ID number on the ID field.
3. Tab to Term-delete.
4. Click Go.
5. With the cursor in New Term, arrowdown to "000000 The Beginning of Time"
6.Tab to Student Status and change IS to RA.
7. Tab to Student Type and change Z to R.
8. Tab to Residence.
8.1 Click OK on pop-up message.
8.2 Enter residency code. (Refer to application)
9. Alt PgDn 3x to the Curriculum.
10. On the Curricula tab, click on the Duplicate button.
11. Tab 5x to Level and change 00 to 01.
12. Tab to Campus and enter campus code. (Refer to application)
13. Tab to College and enter 01.
14. Tab to Degree and enter AA. (This is the generic major for the 01)
15. Tab to Admission Type (on Status Details tab) and enter 02.
16. Alt PgDn.
17. Tab 6x to Field of Study and enter 0100.
18. Tab to Department and enter 0000.
19. Save. (F10)
** The unarchiving of a record is an overnight process. Check the next business day if the record unarchives correctly. If the record had a 998, 999, or D00 record, remove that number from SSN/SIN/TIN and replace with SSN.
Checking if the Record Unarchived Correctly
Overview:
- Unarchiving a record is an overnight process.
- Check the next business day if the record unarchives correctly.
- If the record had a 998, 999, or D00 record, remove that number from SSN/SIN/TIN and replace it with SSN.
Step 1: SHACRSE
Instructions:
1. Enter ID.
2. Tab to Term and delete.
3. Click GO to see if there are any courses.
Step 2: SHATERM
Instructions:
1. Go to SHATERM.
2. Enter ID.
3. Tab to Course Level Codes and enter 01. Alt PgDn 2x.
4. Arrow Down to view quarter classes for each term.
5. Rollback. (F5)
6. Tab to Course Level Courses and enter S1. Alt PgDn 2x.
7. Arrow Down to view semester classes for each term.
* If unsure of what the record is showing or not showing, refer to ethe microfiche to view student record.
Unarchiving a student who has not applied - Unarchiving S1 Record
Instructions:
1. F5.
2. Enter Student ID on the ID field.
3. Tab to Term and delete.
4. Click GO.
5. Press F4 (duplicate record) and type Readmission Term.
6. Alt PgDn 1x.
7. Click Duplicate.
8. Tab 2x to Catalog Term and enter the readmission term.
9. Note campus then click on the Program drop down.
10. Click Change Curriculum.
11. Click OK.
12. Locate current Program Major Code and click OK. (You may use S100 again)
13. S1 should populate Level field.
14. Tab to Campus and re-enter campus code.
15. Review College, Degree, Field of Study and Department populated correctly.
16. Save. (F10)
17. SPACMNT: If a request is made (by counseling, record department, etc.) to unarchive a Student's record, place a REA comment in SPACMNT: " Unarchived student record per request of ______, to view record"
Document Information
Date
Author
Changes
07/05/2024
Jeff Colen
- Original document created.
07/08/2024
Mayara Sant'Anna de Souza
- Document converted to FS solution.
8/28/2024
Timothy Davis
- Document reviewed & review date applied