VII:01:25 Banner Access Request Policy

Purpose

This policy provides guidance on requesting access to Banner, the application used by Volunteer State Community College for managing all aspects of Vol State’s students, financial aid, payroll, human resources, and finance.

Definitions

For the purposes of this policy, the following definitions shall apply:

  1. Banner – refers to “Banner Admin Pages”
  2. Banner Class – a group of forms/jobs access. Users are granted access to a Banner Class and not to individual jobs or forms.
  3. Data Approver – the department head for each primary data entry area. Vol State data approvers are:
    1. Director of Financial Aid
    2. Vice President for Human Resources
    3. Director of Payroll and Benefits
    4. Coordinator of Purchasing and Contracts
    5. Assistant Vice President for Business and Finance
    6. Manager of Access Center
    7. Vice President for Research, Planning, and Special Initiatives
    8. Registrar
  4. HR – Human Resources
  5. Information Technology Resources – all Volunteer State Community College information technology hardware assets, software assets, computing systems, networks, network components, facilities, services, data, and information, regardless of location, provider, management, medium, or how the resource is provided/delivered, that exists for the purpose of conducting business or academic activities. This includes, but is not limited to, computers, servers, mobile devices, email systems, internet access, cloud-based applications, databases, and any associated peripherals or support services.
  6. Position Access – a group of Banner Classes that have been approved for a specific position.

Policy

  1. The Director of Web and Enterprise Applications shall be responsible for all security access additions and changes to Banner and related applications. A backup will be appointed for times when the Director of Web and Enterprise Applications is unavailable.
  2. Data Approvers are responsible for approving or denying all access requests for information under their purview. Each Data Approver shall appoint a backup who can address requests during the primary’s absence.
  3. All current Banner access shall be reviewed by the respective Data Approvers at least annually and changes to access will be made as required. This review will be coordinated with the Director of Web and Enterprise Applications.
  4. Banner Class and Banner Position Access creations, deletions, or modifications must be requested by a Data Approver. Requests received from any other party will be channeled through the appropriate Data Approver. All requests shall be thoroughly documented using the approved method. If a new workforce position is created, or an existing workforce position needs access changes, the position’s supervisor shall contact the appropriate Data Approver to make the request.
  5. Academic Divisions may have individual users who will receive Banner access (special access) that is not based on a position. These special access cases include, but are not limited to, Department Chairs and faculty who input competency score data for Learning Support. For these special access requests, and removal of access when no longer required, the Academic Division Dean must make the request using the approved method.
  6. For all new hires requiring Banner access, HR will complete and submit the “Account Authorization” form through the IT Help Desk. HR will ensure the workforce position number is included on the completed form. When a Banner user leaves employment with Vol State, HR will notify IT through the approved method. IT shall revoke all access to Banner immediately upon notification. In cases where the employee leaves employment but HR does not become involved in the off-boarding process, it is the responsibility of the employee’s supervisor to notify IT on or before the employee’s last day so that Banner access can be revoked as soon as possible. This may be done via email to IT Access at: [ it.access@volstate.edu ]. Examples of this case include student work-study or temporary employment agency help.
  7. Banner users shall NOT:
    1. Allow anyone else to use their Banner credentials or account or use another’s credentials or account.
    2. Leave their Banner session logged on at an unattended or unlocked computer.
    3. Leave their password unprotected (e.g., writing it down).
    4. Perform any unauthorized changes to Banner data or attempt to access data for which they are not authorized to use or access.
    5. Intentionally, recklessly, or negligently misuse, damage, or vandalize Banner data or the Banner application.
    6. Exceed the limits of their authorization and specific business needs.
    7. Attempt to obstruct usage or deny access to other authorized users.
    8. Store Vol State data on any non-authorized devices, media, or equipment.
    9. Use Banner resources for purposes other than for which the resource is intended or authorized.
    10. Attempt to circumvent normal resource limits, logon procedures, or deployed cybersecurity controls or measures.
    11. Engage in unlawful uses of Banner resources. Violations may result in law enforcement involvement for investigation and prosecution of criminal activities, as well as appropriate civil penalties.
  8. The Chief Information Officer (CIO) or their designee has the final authority to interpret the terms of this policy. The CIO or designee may grant exceptions to this policy, in writing, based on an evaluation of the risks versus the benefits.

 

TBR Source:  n/a

VSCC Source: June 7, 2010, President’s Cabinet; March 19, 2012, President’s Cabinet; August 13, 2025, President’s Cabinet.