eServices Student and Faculty FAQs
Loading News...Background on ARIES, Banner and eServices
ARIES is the name of the project to implement the Banner Finance, Human Resources, Student and Financial Aid systems, and utilize it to re-engineer the Administrative processes to be more customer-focused, value-added, cost-effective, and resource-efficient. Hence, the name: Administrative Re-engineering and Integration of Electronic Services
The ARIES project began in July 2004 and will continue through December 2007. The Banner Finance and Human Resources systems went live on July 1, 2006. The last 18 months are devoted to the Student and Financial Aid systems. Admissions went live in October 2006 and Financial Aid went live in March 2007. Registration for fall 2007 went live on March 26th. Student Accounting follows in May; Academic History in October; and Degree Audit in November.
Important Terms
Banner – the brand name for the SunGard Higher Education Resource Planning System that VCU is implementing for Finance, Human Resources, Student and Financial Aid systems. There are two distinct user interfaces into Banner:
- Self Service Banner (SSB) – the Web based product that students, faculty, and employees will use to interact with the new Banner system. Some of the tasks that can be completed on the Web when SSB is fully implemented include: Faculty can assign early alert and final grades to students in their classes on the web; Students can search for classes, check their schedule, and register for their course; Employees can check their pay stubs or view their cumulative deductions on the web.
- Internet native Banner (INB) – the forms driven interface into the Banner system that most administrative staff will use to (for example) create courses for faculty and students, change student programs of study, or process applications for graduation.
eServices – the VCU system through which Self Service Banner for students, faculty and employees is accessed. Provides access to all fall 2007 course and registration information.
eServices Classic – the SIS+ system that will be used for Summer 2007 registration for the last time. This system will be discontinued in December 2007.
Program code – a code that uniquely identifies each combination of intended degree-major-concentration in curricula offered by the university. A program code may also incorporate organizational indicators and/or instructional delivery indicators into its structure as well. A typical program code looks like this: BA-PHI-EY. This particular program code indicates that the curriculum being pursued is the Bachelor of Arts (BA) in Philosophy (PHI) with a concentration in Ethics and Public Policy (EY)
Program of Study – the degree program that a student is pursuing - Banner uses the term program of study rather than curriculum because in Banner, a program of study can indicate that a student in pursuing multiple curricula at the same time.
CAPP – Curriculum Advising and Program Planning is the Banner module that will allow students to conduct degree audits on their progress toward their degree. When fully implemented, it will replace the current degree audit program.
Strong Password – At VCU a strong password is a password that:
- is 7-12 positions long
- includes at least one uppercase letter, one lowercase letter, and one number that is not at the beginning or end of the password
- contains no spaces, and
- does not include any special characters (#, >, %, @, *, etc).
More information on strong passwords is available at on the eID Manager page.
CRN – Course Reference Number, a 5 character number that uniquely identifies every course that is open for enrollment in a given term.
Frequently Asked Questions (Faculty)
How do I access my web-based class roster from Banner?
Web based class rosters are available from within Banner eServices. Rosters are updated in real-time as students add or drop from your course. Rosters are available to faculty members who are formally assigned to the course through the Registrar’s Office. Detailed instructions on accessing you web-based class roster are located here.
How do I retrieve my class roster with student pictures?
Class rosters with pictures are available to all teaching faculty from the new reporting center. Detailed instructions on accessing class rosters with pictures are located here.
Why must undergraduate students register based on current earned credit hours versus current classification?
With the implementation of Banner students will advance register based on the number of credit hours that they have earned rather than by their current classification. Basing access on current earned credit hours allows for an equitable method of subdividing large groups of classifications of students into smaller groups and allows those students closest to graduation to register ahead of those who may share the same classification but are further away.
I am having trouble with my eID – where do I go for eID-related help?
You should first visit the eID Manager. If you are still having problems related to your eID you should contact the VCU Technology Services Help Desk, or email help@vcu.edu, or call 804.828.2227.
Why is the semester/term code now academic year based rather than calendar year based?
The semester or term “code” is a detail that most students, faculty, and administrators will never see when they use eServices as it is primarily used by individuals performing data entry tasks. The new version of the term code is academic year based rather than calendar year based.
There are 2 parts to the new term code – the first 4 characters are the academic year in which the term occurs. The last 2 characters indicate the term. The term codes are 10(fall), 20(spring) 30(summer).
Examples: The code for the Fall Term of 2007 will be 200810 where 2008 indicates the 2007-2008 academic year and 10 denotes the fall term. Some other examples include:
- 200820 – Spring Term of 2008 (academic year 2007-2008)
- 200830 – Summer Term of 2008 (academic year 2007-2007)
- 200910 – Fall Term of 2008 (academic year 2008-2009)
Why is the use of MyVCU Portal vital in gaining access to eServices?
To access the proper version of eServices (employee versus student), you must first be authorized as a member of the VCU community. By logging into the myVCU portal, you will be required to enter your eID and password only once. The portal will then present you with the information authorized for you. If you are both an employee and a student, you will have access to both.
This new eServices is a Web-based site from which faculty, staff and students can access information specific to their role at VCU. For example by using eServices:
- Faculty can view real-time course enrollments
- Students can register for courses
- Employees can current view payroll information on themselves.
In order to reduce the number of user id’s and passwords that individuals need to remember, access to eServices is gained through the MyVCU portal using the university issued eID and eID password.
If you have questions about your eID or eID password, visit the Account FAQ Page.
Is there a real-time, easily searched Web-based schedule of classes in eServices?
The new eServices for fall has a built-in schedule of classes that immediately reflects changes to courses offered by the university.
The Web-based schedule of classes offers the ability to search for courses by subject, course number, title, meeting day(s), start time, end time, instructor or any of these combinations.
The schedule of classes has a public-facing component that does not require authorization to use. Prospective students (for example) may freely search VCU course offerings without needing a user id or password. Enrollment of course requires that they become a student first.
The Schedule of Classes at is available online.
Can a faculty member ask a student or employee to pull their class list from eServices?
No. eServices is eID and strong password protected. Your eID should never be shared with another person because it would give that person access to all of your personal information, including your classes.
How can non-instructors (GTAs, assoc. & assis. deans, etc.) access class rosters?
Deans, Assoc/Asst Deans, and their designees can request from Records and Registration to be set up with Advising SSB accounts to see class rosters. When requesting this access for a designee, please remember that it will give that person access to see class rosters for all classes, and other confidential student information. This is the type of access you may not want to grant to GTAs; rather, opting to have the primary instructor print out only the specific roster for the class in which the GTA is assisting. Also, Deans, Assoc/Asst Deans and other staff who have access to Banner INB may access class rosters there.
>Will the new eServices replace or otherwise change my Blackboard usage?
Not at all. In the short term, your course enrollments will continue to be downloaded into Blackboard several times each day. In the near future (target date – spring 2008) and interactive real-time interface will be implemented allowing Banner course and enrollment information to be immediately updated in Blackboard. In the interim, faculty cancheck their real-time course enrollments in Banner SSB for Faculty where the enrollments are updated immediately as students add/drop courses.
How do I find a specific student using Faculty eServices?
Individual students are listed on the class lists that faculty are assigned to teach and are identified by name and identification number. Their names are hyperlinked to additional information about the student. By clicking on the hyperlink, the additional information becomes visible.
Why can’t we use section number rather than the new Course Reference Number (CRN)?
In the new eServices, the course reference number is the only provided method of locating the course you are teaching. However, in the CRN Selection section of faculty eServices, you can see the courses to which you are assigned, including both CRN and course title. If a course search by course and section number becomes available, we will take advantage of it.
How can we change class enrollment limits? The process for changing class enrollment limits will temporarily change with the implementation of the new eServices. The procedure and policies governing class sizes and enrollment limits are generally set by the school, college, or department in which the faculty member is teaching. For now, that school, college or department must communicate changes in enrollment limits to the Course Scheduling Office in Records and Registration. In the future, we hope to give selected designees of the school, college or department access to update the limits themselves.
If a grade of C or better is required to graduate, where does that appear in the new eServices?
In addition to the new financial aid and Registrar-related Banner modules, the university is also implementing a new degree audit module. The Curriculum and Program Planning (CAPP) module will replace the current degree audit system and will house all of the rules that govern program completion requirements.
How does the new eServices handle registration for courses that require permission of instructor?
For the most part, the way that these kinds of course permissions are granted will not change. These permissions will continue to be managed or administered as they currently are in your area.
How will the new eServices handle Advising holds? Can an instructor assign per course?
There is no change in the way that advising holds are applied – they will be managed or administered as they currently are in your area.
When entering grades, can some grades be entered, the faculty member sign out, then sign in later and enter the rest?
Yes. eServices sessions will time out after 10 minutes of inactivity. This limit was determined to be the optimum balance between ensuring that sessions that are left opened accidentally are closed in a timely manner and yet still not prevent Web-based tasks from being completed. This timeout feature is a system-wide setting that affects all users of the self service sessions (for students and employees as well) and not just the faculty-related sessions It has been suggested that the timeout setting be extended during certain peak times (such as grading) – this suggestion is being currently evaluated and will be clarified as we get closer to the first grading periods. An instructor may take longer than 10 minutes to enter grades as long as the "Submit" button is clicked at least every 10 minutes. It is possible to enter some grades, click Submit, and then enter more grades at a later time.
What does “rolled” mean in the grades submission page? What is “attend hours 0 – 999.9”?
"Rolled" means “posted to academic history” and cannot be changed by the instructor on eServices. Submission of a Grade Change form is necessary to change a grade after it is rolled. The “attend hours” field allows an instructor to record a student’s attendance for use by that instructor only, and will not be used by any other office.
What is the V number and how is it assigned?
It is the identification number generated when a new student, or employee, is added to Banner. Akin to the SIS Student ID, it is a number with no meaning outside of Banner and presents minimal risk of identity theft or misuse, as compared to Social Security Number. It is, however, still considered confidential and protected under FERPA rules. It should not be posted publicly. It may also be known as the "Banner ID" or in the case of students, it may be referred to as the "Student ID".
When I enter grades for my classes, when can the students see them?
Students can see grades once they have been rolled. The system will automatically roll grades several times per day during peak grading periods.
Can I update grades until the date final grades are required to be posted?
You may enter new grades until that date; however, you are encouraged to enter them as soon as possible rather than waiting, so that students may see them.
> Can course pre-requisites and co-requisites be enforced in student registration?
Pre-requisite and co-requisite checking capabilities are available but require that student academic history be present in the system. Academic history will be moved from the classic system into the new eServices sometime during the fall semester of 2007. It also requires an extensive amount of preparation and setup of the Catalog, Schedule and Transfer Articulation modules. Pre-requisite and co-requisite checking is a significant and important project in and of itself and will require a considerable planning effort prior to implementation.
Can I download student grades from eServices to Excel?
Grades cannot be directly downloaded from the grading forms in eServices, however, they can be copied and pasted into an Excel worksheet. From Excel, the data can be reformatted into a variety of formats (.csv, .txt, etc.).
How do I locate the course I am teaching in Faculty Self-Service?
Log into myVCU portal. Select the eServices tab. From the Faculty Self Service menu, select CRN Selection. Select a term, then click submit. A list of your courses will be returned. In the new eServices, the course reference number is the only provided method of locating the course you are teaching. However, in the CRN Selection section of faculty eServices, you can see the courses to which you are assigned, including both CRN and course title.
How are college codes used in the new eServices?
The “college” code is a detail that most students, faculty and administrators will never see when they use eServices. It is primarily used by individuals performing data entry tasks.
However, if you are interested, the new version of the code is 2 characters in length rather than 3. Some examples include:
Current Code |
Banner Code |
Description |
ART |
AR |
School of the Arts |
CHS |
HS |
College of Humanities and Sciences |
BUS |
BU |
School of Business |
How is the program code used in the new eServices?
The “program code” is a detail that most students, faculty and administrators will never see when they use eServices. It is primarily used by individuals performing data entry tasks.
However, if you are interested, the “program code” is used to uniquely identify every combination of intended degree-major-concentration for programs of study offered at VCU.
A typical program code looks like this: BA-PHI-EY
- BA- The first positions of a program code indicate the degree being pursued in the program of study. In this example, the intended degree is BA - the Bachelor of Arts
- PHI- The positions following the first “-“indicate the major being pursued in the program of study. In this example, the major is PHI – the Banner code for the major of Philosophy.
- EY-Finally, the last positions indicate the concentration being pursued in the program of study. In this example, the concentration is EY – the Banner code for Ethics and Public Policy.
This program code tells us that the program of study is the BA in Philosophy with a concentration in Ethics and Public Policy.
How will the SIS “Special Program Code” be used in the new eServices?
In Banner, the special program code has been replaced by the use of an “attribute” placed on a student record. While most students, faculty and administrators will never see a student attribute, those that did rely on the SIS Special Program Code will now rely on the Banner student attribute.
Fee Assessment: Full-time students are no longer eligible for discounted rates; part-time undergraduate students will not be assessed based on course level. Why?
After an extensive analysis of the financial impact for both students and the University, it was decided that this policy was not equitable in all cases. To prevent this, the decision was made to make the fee assessment more consistent.
For example, full-time grad students taking discounted courses will be assessed at the full-time rate, regardless of the discounts for the individual courses. For example, full-time off-campus education students will pay full-time rates, instead of the total per-course costs for discounted courses. Instead of paying 9 hours at the UG rate, they will pay the full-time graduate rate. Part-time undergraduate students will always pay undergraduate rates, regardless of the course level of the course(s) that they're taking. Currently, UG students taking a grad course would get the grad rate.
Why is revenue from enrollment no longer distributed based on course registration?
Currently, courses that have dedicated revenue receive a piece of the revenue for students enrolled in those courses (e.g. off-campus education, sports leadership). In the old system (SIS+) revenue could be distributed based on both student characteristics and on course characteristics.
In Banner, we can distribute revenue based only on student characteristics. An example would be off-campus education courses, which is an EPT in SIS+. The revenue for those courses goes to a specific revenue account, regardless of the student's characteristics. In Banner, revenue must be apportioned based on the characteristic (e.g. major) of students enrolled in the course.
Frequently Asked Questions (Students)
how do I use the lookup classes feature from within Banner eServices?
From within Banner eServices you can search for courses by instructor, course level, course subject, course attribute, or any combination of these characteristics. Detailed instructions on using the course look up feature are available here.
Why must undergraduate students register based on current earned credit hours versus current classification?
With the implementation of Banner students will advance register based on the number of credit hours that they have earned rather than by their current classification. Basing access on current earned credit hours allows for an equitable method of subdividing large groups of classifications of students into smaller groups and allows those students closest to graduation to register ahead of those who may share the same classification but are further away.
I am having trouble with my eID – where do I go for eID-related help?
You should first visit the eID Manager. If you are still having problems related to your eID you should contact the VCU Technology Services Help Desk, or email help@vcu.edu, or call 804.828.2227.
Why is the use of MyVCU Portal vital in gaining access to eServices?
To access the proper version of eServices (employee versus student), you must first be authorized as a member of the VCU community. By logging into the myVCU portal, you will be required to enter your eID and password only once. The portal will then present you with the information authorized for you. If you are both an employee and a student, you will have access to both.
This new eServices is a Web-based site from which faculty, staff and students can access information specific to their role at VCU. For example by using eServices:
- Faculty can view real-time course enrollments
- Students can register for courses
- Employees can current view payroll information on themselves.
In order to reduce the number of user id’s and passwords that individuals need to remember, access to eServices is gained through the MyVCU portal using the university issued eID and eID password.
If you have questions about your eID or eID password, visit the Account FAQ Page.
Is there a real-time, easily searched Web-based schedule of classes in eServices?
The new eServices for fall has a built-in schedule of classes that immediately reflects changes to courses offered by the university.
The Web-based schedule of classes offers the ability to search for courses by subject, course number, title, meeting day(s), start time, end time, instructor or any of these combinations.
The schedule of classes has a public-facing component that does not require authorization to use. Prospective students (for example) may freely search VCU course offerings without needing a user id or password. Enrollment of course requires that they become a student first.
The Schedule of Classes at is available online.
If a grade of C or better is required to graduate, where does that appear in the new eServices?
In addition to the new financial aid and Registrar-related Banner modules, the university is also implementing a new degree audit module. The Curriculum and Program Planning (CAPP) module will replace the current degree audit system and will house all of the rules that govern program completion requirements.
How does the new eServices handle registration for courses that require permission of instructor?
For the most part, the way that these kinds of course permissions are granted will not change. These permissions will continue to be managed or administered as they currently are in your area.
What is the V number and how is it assigned?
It is the identification number generated when a new student, or employee, is added to Banner. Akin to the SIS Student ID, it is a number with no meaning outside of Banner and presents minimal risk of identity theft or misuse, as compared to Social Security Number. It is, however, still considered confidential and protected under FERPA rules. It should not be posted publicly. It may also be known as the "Banner ID" or in the case of students, it may be referred to as the "Student ID".