Running Banner SCHEV jobs

Description: SCHEV reports are annual compliance state reports that are submitted through the SCHEV portal without fail. The portal closes in January and reopens in March.

Written By: Maliha Zaman

Contact Information: https://helpdesk.hollins.edu/support/home

Last Updated: December 6, 2025

Process Overview

Summary

In order for data to be extracted from Banner. data steward(s) with maintenance access to GTVSDAX (BAN_DEFAULT_M) needs to set the parameters for the reporting cycle. Currently (2025) the following relevant positions have the access; Registrar; Director of FA, Assistant Vice President for Enrollment Management; Vice President for Enrollment Management.

Purpose

Running the jobs through Banner drastically reduces the manual clean-up needed to get the SCHEV reports submitted with limited error handling.

Roles/Actors Involved

• Registrar

• Director FA

• Admissions (not clear who will be taking over)

• IR

• SCHEV Reports Coordinator

Process Steps

List the steps involved in the process in a clear and sequential manner. Include any sub-steps or variations that may occur.

1. Run Banner job using GTVSDAX, GJAPCTL, GJIREVO

   • Summary
     Why	Updates functions/packages at the back end for the appropriate SCHEV cycle and then extracts data in .csv file
     Owner	Historically - Registrar but IT has list of others with maintenance access
     Actors	Registrar and relevant reports submitted (e.g. FA, Admissions etc.)
     Timeline	1st Week of March to prepare for SCHEV portal opening
     How	Banner access to GTVSDAX (maintenance) to set parameters. GJAPCTL, GJIREVO to run the job and export data out of Banner

     The following steps applies regardless of the SCHEV job being selected.

     • Login to Banner

     • Type GTVSDAX (Crosswalk Valiadion) in search field and search

     • Click FILTER

   1. GTVSDAX | FILTER BY: HU_SZRFHCN | Update parameters (SCHEV RPT - HC)

      1. HU_FALLTRM enter the fall term code (i.e. for 15-16 code would be 201509)

      2. HU_RPT_YR enter academic year that has just begun (i.e. 1516)

      3. HU_FRESH enter first years class year (i.e. for 15-16 code would be 2019)

      4. HU_SOPH enter sophomore class year

      5. HU_JUNIOR enter junior class year

      6. HU_SENIOR enter senior class year

         GJAPCTL | Process:  SZRFHCN (Fall Head Count); Printer: DATABASE

   2. GTVSDAX | FILTER BY: HU_SZRACES | Update parameters (SCHEV REPT CE1/CE2)

      1. HU_FRESH enter first years class year (i.e. for 19-20 code would be 2023)

      2. HU_SOPH enter sophomore class year

      3. HU_JUNIOR enter junior class year

      4. HU_SENIOR enter senior class year

      5. HU_RPT_YR enter academic year that has just ended (i.e. 1920)

      6. HU_TERM1 enter the summer term of the previous year (i.e. 201906)

      7. HU_TERM2 enter the fall term of the previous year (i.e. 201909)

      8. HU_TERM3 enter the short term of the previous year (i.e. 202001)

      9. HU_TERM4 enter the spring term of the previous year (i.e. 202002)
         GJAPCTL | Process: SZRACES (SCHEVE Student Report); Printer: DATABASE

      SPRING SET

      Spring term will have two class years that are first years.  For any entering first years in spring, change the level on spreadsheet to 21. Run a separate Orbit report to establish incoming spring student and update in excel spreadsheet. Keep the parameter in GTVSDAX as the class year of fall entering first years.

   3. GTVSDAX | FILTER BY: HU_SZRCNFR | Update parameters (SCHEV RPT DC)

      1. HU_FROMDTE enter 30-SEP-2016 (Must be before the Oct 1 graduation of fall term, change year each time)

      2. HU_GRADRTM enter 201705 (graduating term for May)

      3. HU_RPRT_YR enter 1516 (graduation year)

      4. HU_TO_DATE enter format 01-JUN-2017 (Must be after May graduation, change year each time)

         GJAPCTL | Process: SZRCNFR (Degrees Conferred Extract); Printer: DATABASE

   4. GTVSDAX | FILTER BY: HU_SZRVCSIN | Update parameters (SCHEV RPT SIV)

      1. HU_CUR_TRM enter current term (e.g. 202509)

      2. HU_NXT_TRM enter current term (e.g. 202509) (1.4.1/2 are same term)

      3. HU_FRESH enter current first years class year

      4. HU_SOPH enter current sophomore class year

      5. HU_JUNIOR enter current junior class year

      6. HU_SENIOR enter current senior class year

         GJAPCTL | Process: SZRVCSI; Printer: DATABASE

      SPRING SET

      Spring term will have two class years that are first years.  For any entering first years in spring, change the level on spreadsheet to 21.  Keep the parameter in GTVSDAX as the class year of fall entering first years. Summer VCSIN will only require the change in the two term screens. Leave class years as past fall as no new undergraduates will enter during summer

   5. GTVSDAX | FILTER BY: HU_SZRAFDF | Update parameters (SCHEV RPT FC/SC)

      1. HU_CURRTRM enter current term (e.g. 202509 or 202502

      2. HU_FRESH enter current first years class year

      3. HU_JUNIOR enter current junior class year

      4. HU_LSTSUMM - summer previous (e.g. 202406)

      5. HU_REPYEAR enter academic year (e.g. 2526)

      6. HU_SENIOR enter current senior class year

      7. HU_SOPH enter current sophomore class year

         GJAPCTL | Process: SZRAFDF (Cohort File Extract); Printer: DATABASE

2. Extract data

   Data from these can be extracted directly from Banner or through Orbit under STU - SCHEV Reports folder

Required Resources - Restricted

End user needs to have a SCHEV account to access these sites. Accounts are created by the SCHEV coordinator.

Hollins SCHEV Research Liaison Contacts (2025):

Casey Bailey

Research Associate

Tele: 804-343-9054

Fax: 804-225-2604

CaseyBailey@schev.edu

Anthony Allen

Data Analyst

Fax: 804-225-2604

AnthonyAllen@schev.edu

Key Deliverables

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Process Flowchart

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Process Notes

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Note 1: Description of note 1.

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Revision History

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