IRM - Authorization to Use Banner Systems

Authorization to Use Banner Systems

There are several levels of security associated with using Banner systems.

All users must have:

1. Oracle/Banner ID (this will be the same as you PID)
2. Clearance for each Banner form (screen) to be used. The set of forms a user needs is determined by the functions the dean, director, or department head approves.
3. Clearance to see the records associated with department(s), for which the user performs administrative functions. This is called “organizational unit” (ORG) security in Banner.

1.1. Proper Use and Information Privacy Considerations

Access to Banner systems is restricted to those who require access in order to fulfill their job responsibilities. The dean, director, or department head for each operational area makes the final determination about what access is granted.

Employees who are granted access to the Banner systems are responsible for protecting their access privileges. All employees should be familiar with the Policy on Protecting Electronic Access Privileges and the Policy on Acceptable Use of Information Systems at Virginia Tech. Violators may be subject to disciplinary and legal action.

Certain information in the Banner systems is sensitive and should be considered private. Information obtained from the Banner systems should never be shared outside the workplace or used for any purpose that is not related to assigned job responsibilities.

1.2. Getting Authorization

1.2.1. Initial Authorization
To obtain access to any of the Banner systems, an access request form(s) must be completed and submitted to the appropriate office for approval. Once the request is received, it will then be forwarded to Information Resource Management (IRM) for processing. IRM will grant the access as requested and notify the appropriate office when the action is complete.

1.2.2. Updates to Existing Authorization
If an existing ID needs to be cleared for access to additional departments (ORGs), the dean, director, or department head should send an e-mail request to the appropriate office requesting access to the additional departments. The note should specify the Oracle ID and the departments to be added.

If an existing ID needs to be cleared to approve Banner personnel actions or act as a proxy approver, the dean, director, or department head should submit a revised Signature Authorization Letter to IRM (Campus 0214) specifying the change and the effective date.

Banner sign-on enables tailored access based on the user’s job function. Therefore, logged on sessions should never be left unattended.

Users should change their passwords periodically. If a user forgets their password, they can contact 4Help at 231-4357 and personnel will set their password via phone. The user will be required to give personal information for verification and security purposes.

1.3. About Passwords

A dictionary is in place that each password will be checked against. If a string of characters that exists in the dictionary appears ANYWHERE in the password that you are attempting to change to, the password will be rejected.

The character strings in the dictionary are all at least 4 characters in length.

1.3.1. Choosing Passwords

• Passwords must be at least 8 characters in length and contain at least one non-alphabetic character.
• Passwords are case sensitive and cannot begin with a number.
• Make them easy to remember, easy to type, but hard to guess.
• Do not use self descriptive words (e.g. names, dates, etc.), cartoons, asteroids, common female names, common male names, movies, years, number sequences, etc...

1.3.2. Managing Passwords

• Use different passwords for different systems.
• Change passwords at regular intervals.
• Make new passwords different from old ones.
• Never write passwords down.

1.3.3. Helpful Hints

• Make up compound words (e.g. big4britches)
• Vary the case (e.g. Big4Britches)
• Throw in numbers or punctuation (e.g. R2Big4Britches!)

1.3.4. Best Passwords

Construct a “pass-phrase” by using the first letters of each word in a unique phrase:

• “We sure do love to do payroll” becomes the unguessable “Wsdl2dp”
• "Hot Dog! E-mail from my friends." becomes the inscrutable "HD8!Emfmf"

1.4. Changing Passwords

1.4.1. How to Change the Oracle Password

1. Logon to Banner using the current Oracle Password.
• Type the Oracle ID in the Username box.
• Type the current Oracle Password in the Password box.
• Type Banner in the Database box.
• Click Connect.
2. On the Banner Menu, type the word GUAPSWD in the Direct Access ==> box.
3. The Oracle Password Change Form displays.
• Type current Oracle password.
• Type new Oracle password.
• Verify new Oracle password.
• Click Save.
• Click Exit.

NOTE: You can also change your Oracle password by going to Banner ID page on computing.vt.edu and clicking on the link that says Change your Banner ID password.

Revised: March 29, 2001

• Virginia Tech Home
• Information Technology
• IT Security

Last updated February 9th, 2007