Faculty Data Maintenance

Standard Operating Procedure

Description: Periodically and consistently existing data on current faculty need to be updated in Banner SIAINST in order to maintain data integrity

Written By: Maliha Zaman

Banner Form: SIAINST

Contact Information:  Samantha McMahon ✉️ mcmahonsl@hollins.edu 📞 540-362-6466

Last Updated: December 15, 2025

Purpose:

To maintain accurate faculty data so as to have the correct information when data is reported out. Changes in faculty data may occur (but not limited to) during the following instances where faculty:

• No longer is with the institution (Resign, retire, deceased etc.)

• Has change in category after getting tenure (Assistant to Associate etc.)

• Changes department

• Changes from full to part time or vice versa

• Completes advisor training and is approved to advise students

Scope:

The information entered affects all areas of faculty record. Majority of the changes details will originate in the Provost office and will be the subject matter expert (SME). It is important to note the term in which the change will take or took in the past.

Step-by-step instruction

1. Login to Banner (user access needed)

2. Type SIAINST

3. The following steps refer to the image below

   

   1. Enter ID or lookup name of faculty

   2. Enter TERM for the record being updated

      TERM SELECTION

      If data has to be updated/changed in an existing (past) term then enter that specific term and not the current term.

   3. Click GO

4. Navigate to the block in the form where changes need to be made

   GREYED OUT BUTTON - Faculty Member Base Details block

   This means that the term selected is not the term the original record was created. This only applies to this block.

   E.g. To update this record the term should be the term previous to the From Term - 202102

   

   ACTIVE MAINTENANCE BUTTON

   Other than the above block in SIAINST, the Maintenance button will be active.

   

   However, if the block is not selected(aka clicked on the block itself) an error msg will appear.

   

5. Maintenance button when clicked may require the user to choose between two options. For ex. in the  Faculty College and Department block there is the option to END…. / COPY…

   

   • Banner Workings:

     Banner is an effective-dated system, which means it tracks history over time instead of allowing direct overwrites. When you modify a record that already exists, Banner needs to know whether you:

     - want to terminate the existing record, or

     - want to continue the existing record but create a new version of it with updates.

   1. COPY = “Version 2 of the same record.”

      The record stays active but with updated details for the new term.

   2. END = “This stops here.”

      The record is closed out at an effective point in time.

   Banner Workings:

   Preserves all historical data

   Past-term affiliation remains visible and intact. Banner never deletes historical record.

6. Make necessary changes

7. Click SAVE

Resources

• Department Chair - Will provide details on workload or department changes

• Provost Office - Will provide information on promotion related changes

• Human Resources - Will provide details on termination, death, status change etc.

Review History:

Appendix

STVFCST

This may be periodically updated. Can be requested by Provost Office. Can only be updated by Registrar’s office

A code that is not longer in use have Prefix HIST. They can not deleted as they are assigned to an existing record in the past

Active/Inactive refers to the record it is assigned to not the code itself

Code A - ACTIVE

Code I - INACTIVE (prevents Banner from giving faculty related access to other areas of Banner)

FCTG & FSTP connection

FCTG CODE DICTATES FSTP CODE

SATAFF TYPE COMES FROM HUMAN RESOURCES (even though the term ‘faculty’ is used widely in Academic Affairs it is important to establish their primarily role as set by HR so that there is agreement in the institutional data)

FSTP

This may be periodically updated. Can be requested by Provost Office. Can only be updated by Registrar’s office

FAD - is used for any employee with a faculty status who is primarily and permanently in an administrative role. The change is dictated through the Provost office and have the final approval. This has no impact on HR side.

This section contains any additional information, charts, diagrams, etc., that support the SOP.