1. Faculty & Staff
1.1. Admin Tools/Banner
1.1.1. Invoices
1.1.1.1. Deleting a Completed Invoice (Not Yet Approved)

View the instructions for deleting an invoice that has not been approved. (PDF)

1.1.1.2. Default Address For Direct-Pay Invoices

MSU employees and students can request a change to their permanent mailing address in Banner by submitting the Change of Address Form  to the appropriate office.  Employees should submit the form to Human Resources.  Students should submit the form to the Registrar's Office.  

Alternatively, the employee or student can change his/her permanent mailing address in myGateSelf-Service Banner (SSB).

Send e-mail to dshepeard@murraystate.edu requesting that the active permanent address in the Banner ID be defaulted for direct-pay invoices. The request should include the following pieces of information.

  • intended payee's name
  • his/her M number
  • desired payment address
  • indication of whether he/she is an employee or a student
1.1.1.3. Deleting a Completed & Approved Invoice
1.1.1.4. Invoice Creation - Commodity Level

Instructions for Commodity-Level Invoice Creation (PDF)

1.1.1.5. Invoice Creation - Document Level

Instructions for Document-Level Invoice Creation (PDF)

 

1.1.1.6. Modifying a Completed & Approved Invoice
1.1.1.7. Modifying a Completed Invoice (Not Yet Approved)

Instructions for modifying a completed invoice that has not been approved yet. (PDF)

1.1.1.8. Modifying an Incomplete Invoice

View instructions for modifying an incomplete invoice. (PDF)

1.1.1.9. Multiple Invoice Creation - Commodity Level
Instructions for creating Invoice Multiple Commodity Level (PDF) 
1.1.1.10. Multiple Invoice Creation - Document Level

Instructions for creating Multiple Invoice - Document Level (PDF)

1.1.2. Approving Documents in SSB (Requisitions, Invoices and Budget Transfers)

Some Documents, such as Requisitions, Invoices and Budget Transfers require the appropriate approvals before they can be fully processed.  To approve such documents:

1. On the Self Service menu, click on Approve Documents




2. Your myGate ID will automatically appear in the User ID field.

3. Click on one of the following button choices:

Approvers should choose -
Documents for which you are the next approver

Alternate Approvers should choose -
All documents which you may approve

And then click on Submit Query




4. An Approve Documents list will appear.  Be sure to note any document that has a ‘Y’ in the NSF (non-sufficient funds) column.  The funding for this document will need to be addressed but your approval will authorize the expenditure.  If document remains NSF, Accounting will Disapprove.



5. To see detailed information for any particular document on your list, click on the Document #.

After you have reviewed the information,
just click on the back arrow to return to the document list.

6. Click on History to see who originated and/or who is an approver for any particular document.

After you have reviewed the information,
just click on the back arrow to return to the document list. 

7. If you want to approve a document, click the appropriate Approve link.  The approval screen will appear where you can change the Comment, if necessary, and complete by clicking on Approve Document.




8. Approval will be confirmed and you can select Continue to return to the document list.

9. Repeat this process for all documents to be approved.

10. If you want to disapprove or deny a document, select the Disapprove link.  You may change the comment, if necessary, and complete by clicking the Disapprove Document button.

11. Disapproval will be confirmed and you can select the Continue button to return to the document list.

12. Once you have approved or disapproved all documents on your approver list, you may click on EXIT to leave Self Service

1.1.3. Basic Navigation in INB

The following navigation instructions are for use within myGate Banner INB.  If you don't have INB access but feel you should, please contact your supervisor.



Navigate between sections or blocks of the document on which you are working or viewing with the Previous Block icon or CTRL+PAGE UP key strokes and Next Block icon or CTRL+Page Down.



Navigate between records (may be different FOAPALS or different invoices, for example) within a block with the Previous Record icon or UP Arrow key and the Next Record icon or DOWN Arrow key.




To enter query mode use the Enter Query (?) icon or the F7 key.  To execute the query use the Execute Query icon or F8 key.  The Cancel Query icon (X) or CTRL+Q will cancel a query. 




To change your screen preferences, click on File, then Preferences.




You may change colors on specific areas of your INB in order to make the screens more user friendly.


1.1.4. BTR Journal Types

Murray State University

Budget Transfer Journal Types

myGate/Banner effective 7/1/08

 

BT1 - < $5,000 within same fund/organization

BT2 - <$2, 500 within the same area (Presidents Office)

BT3 - <$2, 500 within the same area (VPAA) – Vice President Academic Affairs

BT4 - <$2, 500 within the same area (VPSS) – Vice President Student Services

BT5 - <$2, 500 within the same area (VPFAS) – Vice President Financial & Administrative Services

BT6 - <$2, 500 within the same area (VPIA) – Vice President Institutional Advancement

BT9 - Other operating account code transfers (non-salary items)

 

1.1.5. Budget Queries in SSB

You may view your up-to-date Organization Status Report by using Budget Queries on SSB.

 1. Click on Budget Queries on the SSB Finance menu

2. Select Budget Quick Query to easily view your status report.

 

3. Enter the Fund, Organization and Grant (if applicable) for the status report you want to view and click on Submit Query.

4. This option will provide a quick and easy status report.

5. To view more detailed information, select Budget Status by Account or Budget Status by Organizational Hierarchy and click Create Query.

6. Select all fields you want to view and click Continue.

7. Always select Fiscal Period 12 to get up-to-date information, then enter the Fund, Organization and Grant number.  Click on Submit Query to view the information.

8. You may drill down to specific information by clicking on any fields in blue.

9. Continue to drill down to individual document information, if desired.

1.1.6. Budget Transfer in SSB (single line)
Budget Transfer (Single Line)
  • These instructions allow users to transfer non-salaried items between multiple accounts or multiple organizations. If you are moving salaried items you must use the Paper Budget Transaction Form. 
  • This process has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility.
  • In each document created, the pluses (transfers to) must equal the minuses (transfers from).
  • You can not move money to or from the Foundation. So, your chart should always be Chart 1 (University Chart).Please contact the Foundation for Foundation Budget Questions.
  • We now have an Operating Expenditure Pool, which is 711. If you are moving expenditure budget, you will use the 711 account.  If you are increasing your revenue budget you will continue to use the specific revenue account code.
  • If you do not know your FOAPAL, you can go to the Crosswalk and search for it or search options are at the bottom for SSB search.  Your FOAPAL will not default in SSB.

To complete a budget transfer (single line):
1. Budget Transfers are completed on Self Service Banner (SSB).  Log in to

2. Click on the Budget Transfer link.

 

3. Transaction Date will default to today’s date.

4. Select your Journal Type

 
 

5. Enter the amount you wish to transfer into the Transfer Amount field.

6. Enter your Chart of Accounts code in the Chart field.

7. The ‘FROM’ information represents where the budget funds will be reduced; therefore enter the Fund, Organization, Account & Program where the budget will be taken from.  **We will not be using Index, Activity, so please skip these fields.  You do not need to enter a Location for budget transfers.


8. The ‘TO’ information represents where the budget funds will be increased; therefore enter the Fund, Organization, Account & Program where the budget will be added. ***We will not be using Index and Activity, so please skip these fields.  You do not need to enter a location for Budget Transfer Forms.

9. Enter a Description for the transaction.

10. Click on the Complete Button.  When the Document is completed, the Document amount is automatically entered and the amount is doubled the transferred amount.  Please note that the transfer amount is the amount that is transferred.

11. If this process is successful, the Document Number will appear on the resulting screen.
 
You might need to refer to this document number later, so you may want to write it down or print the screen.   You will keep this documentation in your department; you no longer need to send a Paper Document to Accounting.
1.1.7. Budget Transfer in SSB (multiple line)
  • These instructions allow users to transfer non-salaried items between multiple accounts or multiple organizations. If you are moving salaried items you must use the Paper Budget Transaction Form. 
  • This process has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility.
  • In each document created, the pluses (transfers to) must equal the minuses (transfers from).
  • You can not move money to or from the Foundation. So, your chart should always be Chart 1 (University Chart).Please contact the Foundation for Foundation Budget Questions.
  • We now have an Operating Expenditure Pool, which is 711. If you are moving expenditure budget, you will use the 711 account.  If you are increasing your revenue budget you will continue to use the specific revenue account code.

To complete a budget transfer (multiple line):

1. Budget Transfers are done in Self-Service Banner (SSB).

2. Click on the Multiple Line Budget Transfer link.

 


3. Transaction Date will default to Today’s date.

4. Select your Journal Type.



5. In the Document Amount field, enter the total document amount.  The Document Amount is the TOTAL amount transferred on the document between the FROM account to the TO account.


 

6. Enter your Chart of Accounts code in the Chart field.

7. Enter the first Fund, Orgn, Account & Program from which you are transferring funds into the first FOAPAL field.  

***We will not be using Index, Activity & Location, so please skip these fields.

8. Enter the amount you wish to transfer out into the Amount field.

9. Choose the minus sign (transfer from) from the D/C column.

10. Repeat steps 5-8 if there is more than one FOAPAL from which you are transferring funds.

11. Tab to the next line

12. Enter the FOAPAL to which you are transferring funds into the next FOAPAL field.

13. Enter the amount you wish to transfer in into the Amount field.

14. Choose the plus sign (transfer to) from the D/C field.

15. Repeat steps 11-14 on the next rows if there is more than one Org/Account to which you are transferring funds.

16. Confirm your amounts entered match your Document Amount at the top of the screen.  This amount is double the amount actually transferred.  It is an absolute value.  The amount actually transferred will be the amount in the amount field for each row.

17. Enter a description in the description field.

18. In the budget period, choose Budget period 01.  ***MSU budgets on an annual basis, so you will always use period 01.

19. Click on the Complete Button.  If this process is successful, the Document Number will appear. 

1.1.8. Coding Employees Or Students As Vendors
Reimbursement payments (travel expenses, etc.) made to an employee or student are processed in Banner using the direct-pay invoice.    If the employee or student has not been coded as a vendor, Banner halts invoice creation and alerts the user that the intended payee is an "invalid vendor".   Procurement Services personnel will code an employee or a student as a valid vendor following a request from appropriate authorized Banner users. 

E-mail the request to dshepeard@murraystate.edu.  The request should include the following pieces of information. 
  • intended payee's name
  • his/her M number
  • indication of whether he/she is an employee or a student
  • desired payment address

1.1.9. Finance FAQ
Information about general finance questions is available in this FAQ (PDF).

1.1.10. Finance Terms

Banner Finance Terms

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

Account
The first "A" in "FOAPAL" that describes the nature of expenditures and revenue in the Operating Ledger. (in FRS, it was our subcode)

B

Banner
Banner is the name of the integrated suite of software products that use client/server architecture and web applications. It serves as an interface between users and the database where all system records are stored. Banner is a trademark of SCT (Systems and Computer Technology Inc.)
Budget Transfer
Transaction that reduces the budget in one FOAPAL and increases the budget in another FOPAL by an equal amount. Budgets may only be transferred within Funds.

C

Commodity level accounting
Commodity level accounting allows you to assign one or more FOAPALs to each specific commodity (item).

Commodity level accounting must be used when you order inventory items.

Example:
Computer paid by 1st FOAPAL (100%)
Printer paid by 2nd FOAPAL (100%)
Server paid by 2nd FOAPAL (50%) and by 3rd FOAPAL (50%)

D

Document level accounting
Document level accounting allows you to assign FOAPALS at the document level, rather than to specific commodities by a percentage (or other distribution) of the total.

Example:
Paper (plus)
Books (plus)
Chair ( = total charge)
paid by
1st FOAPAL (100%)
or
1st FOAPAL (75%) and 2nd FOAPAL (25%)
or
1st FOAPAL ($partial amount) and 2nd FOAPAL ($balance)

E

Encumbrances
An amount of the available balance in a FOAPAL earmarked for paying anticipated or known obligations.

F

Fiscal Year (FY)
Any yearly accounting period. The State's & College's fiscal year begins on July 1 and ends on the following June 30.
FOAPAL
FOAPAL is the acronym representing each element of the new Charts of Accounts: Fund, Organization, Account, Program, Activity, and Location. This the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting.
Fund
The "F" in "FOAPAL" that defines the source or money and whether a restriction has been imposed by the contributor of the money as how it can be spent.

G

H

I

Internet Native Banner (INB)
This is the place you will go to create requisitions and direct payments.

J

K

L

Luminis
The Portal Technology that provides centralized Web access to information and services in a secure environment. This is a Sungard SCT product that serves as a gateway to electronic information at the University. The Luminis software is called myGate at MSU.

M

N

O

Operating Expenses
Non-compensation expenses such as supplies and equipment.
Organization
The "O" in "FOAPAL" that defines the departmental entities or budgetary units within the Univer
1.1.11. Finding Person M-Numbers In INB
These instructions show you how to find M Numbers for persons.  M Numbers are used on Travel Requests, Group Travel Requests, Travel Vouchers, and Direct-Pay Invoices

1. Sign into myGate and click on the INB link on the Admin Tools tab.

2. Type FOIIDEN in the Go To ...  box and press [Enter]



3. Press [Tab] once to move your cursor to the Last Name field and type your last name (or the last name of the person for whom you are searching).  Wildcard characters (%) can be used before and after the last name. For example, if searching for every person whose last name contains 'Smith' you would enter %Smith% in the Last Name field.




4. Click the Execute Query icon or press [F8] key to execute the query
5. Find your name (or the name for which you are searching) on the list.  The “M” number for that name will be in leftmost column.


1.1.12. FOAPAL Guide & FAQ
The FOAPAL guide explains the different portions of the account number.  It is attached to this article as a PDF file.

Scroll down and click on the link for the FOAPAL Guide.

Q. What is FOAPAL?
A. For the map of the Banner system, scroll down and click on the FOAPAL guide.

Q. I can’t find an Account (FRS subcode) that I used to use before July 1.

A. There have been some changes and consolidation of old subcodes. For those you cannot find in the Crosswalk, try searching for a comparable code when entering information into Banner by utilizing the Search button on the Account Code. Please see step-by-step instructions for document entry for more details.

When giving out or writing a FOAPAL without the account code, please use the following format: FUND-ORG-X-PROGRAM. For example, the accounting department’s FOAPAL would appear as 100001-100776-X-6030.

Q. What if the Account (FRS subcode) I’m looking for is not listed on this Banner list?
A. Check the Crosswalk to see if this subcode was transferred to the new Banner system. To do this, open a FOAPAL Crosswalk on https://www.murraystate.edu/crosswalk/ In the third section of this Crosswalk, under “Search for an FRS Subcode by Banner Account Code” type in the old subcode you are trying to locate in the “FRS Subcode” box.

Q. I need to make a purchase at the Bookstore for my department. What number do they require now?
A. The old account number will not work for purchases. You must bring your new FOAPAL with you.

Q. What information does the MSU Post Office require for mailing envelopes on campus? Off campus?
A. On campus mail: requires name and department (please spell out the person’s name AND the department name)
A. Off campus mail: the University Post Office has undergone a software upgrade through Pitney Bowes, the vendor for post office equipment.  As a result, university departments must now use their FOAPAL account numbers in processing mail.  Departments are encouraged to discontinue use of old account numbers.

Q. I need some envelopes printed for my department. What number do they require?
A. You will need to provide them with the FOA (A will be X’d out) and P of the FOAPAL string of numbers.
To contact Publications & Printing directly (4747 or 4376).

Q. I need to send something to Surplus. Do they require a FOAPAL?
A. No. The Change of Accountability Form has a place for your account number but it is not required. The COA form will be added to Forms Central at a later date.

1.1.13. Reviewing & Deleting Messages in INB
You may receive Banner Messages about specific documents.  These messages will appear until you complete them.

1. The Check Banner Message link will be checked if you have messages to read.  Click on the link to view these messages.

 

2. The GUAMESG screen will appear.  Click the Complete button on all the messages you want to delete.


3. Click on the Save icon and you will then see a message at the bottom of the screen that says Transaction complete.  Click the black X to close the window.

 
1.1.14. Searching for a FOAPAL in SSB
 If you do not know your FOAPAL, use the Crosswalk or you can use the Search option in SSB.

1.  You will enter your Chart number (1 for University, 2 for Foundation).


2.  In the type field you would select what you are looking for (fund, organization, account, program)

You can also limit your search by criteria, for example if you are looking for an revenue account, you can put a 5% in the Code Criteria field and it will pull up only accounts that start with a 5.

3.  Execute Query.

 

1.1.15. Shortcut Keys for INB
1.1.16. Viewing Documents in SSB

You may want to check the status of documents during the approval process.  These documents can be viewed on Self Service Banner.

1. Click on Self Service on the myGate Admin Tools tab.

2. On the Self Service menu, click on View Document

 

3. Select the type of document you want to find from the drop down menu (Requisition, Purchase Order, Invoice or Journal Voucher/Budget Transfer).

 

4. If you know the specific document number enter it and click on Document Number.
5. If you do not know the document number, leave it blank and then click on Document Number to obtain a list of documents from which you may choose.

 

6. A lookup screen will appear.  You need to enter at least one of the asterisk * fields and click on Execute Query to obtain the list of documents.


 
7. The Document Lookup list will appear and you may click on any specific Document Number to enter for the query

8. The document number will appear and you may click on View document to see the detailed information. 

 

*After you have reviewed the information, just click on the back arrow to search for another document.

1.2. Employee
1.2.1. Change Your Mailing Address or Telephone Number
Mailing address changes for students and staff can be made from within the myGate system.

1.  Log in to myGate at http://mygate.murraystate.edu

2.  Students:  Click on the Academics Tab         Faculty & Staff:  Click on the Employee Tab

3.  Find the channel titled Self-Service Banner

4.  Click on the link Click here to log in to Self-Service Banner

5.  Select Personal Information

6.  Click on View/Update Addresses and Phone

7.  In the middle of the screen, click on [Update Addresses and Phones]

8.  Update an existing address by clicking the link next to it or add additional addresses by selecting a new address type from the menu.

9.  Click Submit to add a new address.
1.2.2. Direct Deposit Instructions

To sign up for direct deposit, a paper form must be completed in the Accounting and Financial Services department. To sign up, you will need to bring two (2) forms of ID (one must contain a photo) to 200 Sparks Hall. Your identity will be verified and signature witnessed.

If you cannot come in to the Murray office, you can go to one of our regional campuses to complete the form. If you live around and/or go to classes at the Hopkinsville, Ft. Campbell, Henderson, Madisonville or Paducah campus you can go to the office at that campus and complete the Direct Deposit form. Again, you will have to take two (2) forms of ID (one must contain a photo) with you. The contacts at the campuses can verify your identity and witness your signature. Your contacts for each campus are as follows:

Paducah, KY - Katrinka Gibson or Dan Lavit

Hopkinsville, KY - Mary-Elaine Horne or Lisa Joiner

Ft. Campbell, KY - Paul Denson

Henderson, KY - Ashley Justice or Kenneth Davis

Madisonville, KY - Jean Bridges

Call 270-809-4126 with any questions.

To sign up for direct deposit, a paper form must be completed in the Accounting and Financial Services department. To sign up, you will need to bring two (2) forms of ID (one must contain a photo) to 200 Sparks Hall. Your identity will be verified and signature witnessed. 

If you cannot come in to the Murray office, you can go to one of our regional campuses to complete the form. If you live around and/or go to classes at the Hopkinsville, Ft. Campbell, Henderson, Madisonville or Paducah campus you can go to the office at that campus and complete the Direct Deposit form. Again, you will have to take two (2) forms of ID (one must contain a photo) with you. The contacts at the campuses can verify your identity and witness your signature. Your contacts for each campus are as follows:

Paducah, KY - Katrinka Gibson or Rebecca Brown

Hopkinsville, KY - Mary-Elaine Horne or Lisa Joiner

Henderson, KY - Ashley Justice or Kenneth Davis

Madisonville, KY - Jean Bridges


Call 270-809-3004 with any questions.


1.2.3. FERPA Training Online
The university is required to protect student information under the Family Educational Rights and Privacy Act (FERPA). FERPA governs the way we handle confidential information. All new employees (including student workers) who handle confidential information must complete MSU’s online FERPA training tutorial and quiz. All faculty and staff who have not already completed FERPA training either in person or via the online training, but who currently have or who may have been given electronic access to student information via myGate are required to complete the online training in order to keep or gain access to MSU systems. If you have any questions, please contact the Registrar’s Office at msu.registrar@murraystate.edu.

Online FERPA training is offered through Canvas.  Use this url to self-enroll in the training course.  https://murraystate.instructure.com/enroll/YKEW9E
1.2.4. Update Your ID Photo

Photos from our ID system are displayed on individual RacerCard IDs and made visible to faculty and advisors in myGate.  Users may update their photo ID in the system using one of the following methods:

 

IN PERSON AT THE RACERCARD OFFICE

Come by the RacerCard office on the first floor of the Curris Center during business hours (8am-4:30pm M-F) to have your photo retaken.  Photo retakes are at no charge.   If a new ID card is desired, charges may apply.  See the RacerCard website for more details.

 

SUBMIT A PHOTO BY EMAIL

Photos should be emailed to msu.racercard@murraystate.edu  Two images must be submitted - your photo and a copy of a photo ID (see example below).  

Your photo MUST meet the following criteria:

  • Saved as a .JPG ONLY
  • NO larger than 400 KB and approximately 500 x 500 pixels
  • Color photo ONLY
  • BACKGROUND MUST BE COMPLETELY SOLID  (DO NOT submit a photo with objects, textures, or patterns.)
  • Clothing MUST be visible and preferably contrasting to background
  • Face and shoulders MUST be centered within photo
  • NO hats, sunglasses, glare on glasses, red eye, shadows, blurry or debutante photos
  • NOT too dark, bright, close or distant

 

Example:

 

1.3. Money
1.3.1. 1098-T
The IRS Form 1098-T is mailed to your home address of record on the student’s MyGate System.

Online access to the 1098-T information is available through the student’s MyGate System.

After logging onto MyGate, the student should click on the “Money” tab, and the 1098-T information is located on the left hand side of the screen. After clicking on the link, enter in the appropriate tax year.


For more information about your 1098-T click here.


 
1.3.2. Set Up Direct Deposit

To sign up for direct deposit, a paper form must be completed in the Accounting and Financial Services department. To sign up, you will need to bring two (2) forms of ID (one must contain a photo) to 200 Sparks Hall. Your identity will be verified and signature witnessed. 

If you cannot come in to the Murray office, you can go to one of our regional campuses to complete the form. If you live around and/or go to classes at the Hopkinsville, Ft. Campbell, Henderson, Madisonville or Paducah campus you can go to the office at that campus and complete the Direct Deposit form. Again, you will have to take two (2) forms of ID (one must contain a photo) with you. The contacts at the campuses can verify your identity and witness your signature. Your contacts for each campus are as follows:

Paducah, KY - Katrinka Gibson or Dan Lavit

Hopkinsville, KY - Mary-Elaine Horne or Lisa Joiner

Ft. Campbell, KY - Paul Denson

Henderson, KY - Ashley Justice or Kenneth Davis

Madisonville, KY - Jean Bridges

Call 270-809-4126 with any questions.

To sign up for direct deposit, a paper form must be completed in the Accounting and Financial Services department. To sign up, you will need to bring two (2) forms of ID (one must contain a photo) to 200 Sparks Hall. Your identity will be verified and signature witnessed. 

If you cannot come in to the Murray office, you can go to one of our regional campuses to complete the form. If you live around and/or go to classes at the Hopkinsville, Ft. Campbell, Henderson, Madisonville or Paducah campus you can go to the office at that campus and complete the Direct Deposit form. Again, you will have to take two (2) forms of ID (one must contain a photo) with you. The contacts at the campuses can verify your identity and witness your signature. Your contacts for each campus are as follows:

Paducah, KY - Katrinka Gibson or Rebecca Brown

Hopkinsville, KY - Mary-Elaine Horne or Lisa Joiner

Henderson, KY - Ashley Justice or Kenneth Davis

Madisonville, KY - Jean Bridges


Call 270-809-3004 with any questions.


1.3.3. Sign-up for eBill Mobile Alerts
To sign-up to receive notifications to your mobile phone via text message:
  1. Log in to myGate and click on the Money tab.
  2. Click on My Account / View Your ebill
  3. Select the My Profile link at the top of the screen.
  4. Click on Communications and complete the information for your SMS-compatible phone and carrier information.
  5. Finalize your selections by clicking Save Changes.

 


1.4. Teaching/Advising
1.4.1. Copying Class Roster Sheets to Microsoft Excel

Want Your Roster Sheet in Excel?

There are two ways to get your roll sheet into Microsoft Excel. See the steps below for options.

From myGate:

  1. Log in to myGate and click on the Teaching/Advising tab.
  2. Click on the classlist icon next to the desired course.    The roster for the course should be visible.
  3. Using your mouse, click to the left of the first student name in front of the number 1. Drag your mouse while holding down the left mouse button all the way to the bottom-right of the last student name.
  4. Release the mouse button and you should see the selected student information. 
  5. Right-click on the select area and select Copy.
  6. Open Microsoft Excel.
  7. Click in the desired cell (most likely A1 in the top-left corner of the spreadsheet)
  8. From the Home tab, click on the Paste icon.  (Firefox users should choose the Paste drop-down and select Paste Special, then Unicode Text.)
  9. Click OK.
  10. To remove email icon images from your sheet later, click on the Page Layout tab and select Selection Pane.
  11. A new window will appear. Select Hide All at the bottom of the pane.

For a video version of these instructions, click here.

** The above instructions target Microsoft Excel 2007. If you have an older version or need additional help please contact the Service Desk at 270-809-2346.

From Canvas:

All courses are automatically created for all instructors.  Students are populated into the courses every hour.  To download a list of students from your course, follow these instructions.  Downloading the gradebook will give you an excel compatible listing of your students.  http://guides.instructure.com/s/2204/m/4152/l/55012-how-do-i-download-scores-from-the-gradebook

1.4.2. Copying Grades from myGate to Microsoft Excel
This is a tricky process and can be affected by various browser settings.  If you have problems, contact the Service Desk at 270-809-2346.  Make sure you indicate you are trying to copy grades from myGate to Excel.

Instructions to Copy to Excel:
*If you haven't submitted grades yet, see this article, Submitting Grades in myGate.

  1. Log in myGate
  2. Select the Teaching/Advising tab
  3. Click on the classlist icon next to the desired course.    The roster for the course should be visible with midterm and/or final grades.
  4. Click to the left of the 1 in front of the first student name and highlight each row by holding down the left mouse button and dragging toward the bottom-right of the screen.
  5. Release the mouse button and you should see the selected student information. 
  6. Right-click on the select area and select Copy.
  7. Open Microsoft Excel.  Click in the desired cell (most likely A1 in the top-left corner of the spreadsheet)
  8. From the Home tab, click on the Paste icon.  (Firefox users should choose the Paste drop-down and select Paste Special, then Unicode Text.)
  9. Click OK.

*To remove email icon images from your sheet later, click on the Page Layout tab and select Selection Pane.A new window will appear. Select Hide All at the bottom of the pane.

**Some browsers format the grade sheet differently.  Best results were found using Internet Explorer and Chrome.



1.4.3. Course Exception Form (Substitution) - Undergraduate
Course substitutions are used to adjust requirements on a student's degree audit.  They are used any time that the student's program varies from what is printed in the catalog and visible on the audit.  Course substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department.  

Once completed, these forms should be returned to the Office of the Registrar. 

1.4.4. Creating an Email List from a Class Roster

These instructions can be used to pull an email list for a course from the myGate system.  Users can copy this list into Webmail, Outlook or any other email program that will allow comma-separated address in the "To:" field. 

  1. Log into myGate.
  2. Click on the Teaching/Advising tab.
  3. Find a list of courses in the Faculty Dashboard by selecting the appropriate term from the drop-down menu (see image below).
  4. Click on the email icon (looks like an envelope) at the end of the course title.
  5. Scroll down the page to find the text box that contains all of the email addresses separated by commas.
  6. Click in the text box and select all of the addresses by dragging your mouse or using CTRL + A.
  7. Right-click on the selection and choose Copy.
  8. Open an email program such as RacerMail or Outlook.
  9. Compose a new email message.
  10. Right-click in the "To" field of the new message and select Paste.
  11. Finish composing the Subject and Body of the message and click on the Send button to send the message to all students.

1.4.5. Printing Class Roster Sheets

Printing Class Roster Sheets (NO STUDENT PICTURES)

  1. Log in to myGate and click on the Teaching/Advising tab.
  2. Click on the class list icon next to the course title in the Faculty Dashboard.
  3. To print, click on the Print icon at the top of your browser or click on File, then Print.
  4. All pages of the class roster should now be available from your printer.
Printing Class Roster Sheets (WITH STUDENT PICTURES)
 
       1.  Log in to myGate and click on the Teaching/Advising tab
       
2.  Click on Course Rosters in the Links channel
       3.  Click on the title of the course
       4.  Click on the printer-friendly link at the top of the screen.  Select the view and size from the top menu bar.
       5.  To print, click on the Print icon at the top of your browser or click on File, then Print.



Troubleshooting - I Can't Print All Pages

* Problems with Chrome?

You may need to hightlight some portion of the page to get it to print a large number of students.  Just click and drag to hightlight a portion of the screen and then proceed to print. 

 

* Problems with Internet Explorer 6 or 7?

For some users, clicking File, then Print Preview instead of just Print results in IE using a different default printing layout. This often yields only the first page of the roll during print. If you are using Print Preview, make sure you select "Only selected frame" is chosen in the drop-down menu. Now click Print.


 

1.4.6. Printing Grades from myGate

Printing grades successfully in myGate depends a lot on browser and print settings.  Please use the following information as a guide for printing grades efficiently.


Printing Grade Rosters (after grades are submitted)

  1.     Log in to myGate
  2.     Click on the Teaching/Advising Tab
  3.     Click on the Grade History in the Links channel.  Your classlist will display with midterm and/or final grades listed.
  4.     Select File, then Print from the browser menu.  Some browsers may have a print icon in the toolbar.
  5.     Click Print.


Printing Grade Rosters (before grade submission due date)

  1.     Log in to myGate and click on the Teaching/Advising tab.
  2.     Select Midterm Grades or Final Grades from the drop-down box on the Faculty Grade Assignment Channel.
  3.     Click on the GO button.
  4.     Click on the progress icon (or  or ) to view the grades.
  5.     To print, click on the Print icon at the top of your browser or click on File, then Print.
  6.     To print additional pages, click on the next record set (see image below) above the list of student names.



Troubleshooting:

Every browser handles printing differently.  If you don't received the desired list during your first attempt, you might try highlighting the text on the screen and clicking print again.  It may be necessary to choose "Print Selection" from the menu.  If you need further assistance, contact the Service Desk at (270) 809-2346 or Office of the Registrar at (270) 809-5630.
1.4.7. Releasing Advisor Holds (formerly RUN Codes)
Primary Academic Advisors can release Advising holds for students within myGate.  Here are the steps:

1.  Log in to myGate
2.  Click on the Teaching/Advising tab
3.  Enter the student's M# or Last and First name in the Student Search channel.
4.  Locate the advisee.
5.  In the center column, click on the Release Advisor Hold link in red.  If a student does not have a hold it will appear like this-  Advisor Holds: none

Once the hold has been released, the page will reload and display-  Advisor Holds: none

 

If you release an advisor hold in error, please contact the Registration Office at (270) 809-2394 or email msu.registration@murraystate.edu requesting the advising hold to be replaced.

Can anyone else release a student's advising hold?
YES. The student's academic department Chair, college Assistant Dean, or Dean of student's major can release the advising hold in place of the advisor.

1.4.8. Submitting Grades and Incomplete Grades in myGate

The following materials will assist you in submitting grades online through myGate. For more help, call the Office of the Registrar at 270-809-5630.

Final Grade Submission Tutorial (PDF)

Incomplete Grade Submission Tutorial (PDF)

Midterm Grade Submission Tutorial (PDF) 

Web Grading FAQs (PDF)

Please complete the following steps to submit grades/incomplete grades. 

Submitting Grades

  1. Log into myGate and click on the Teaching/Advising tab.
  2. Locate the Faculty Grade Assignment channel. Click the drop-down arrow and choose Final Grades.
  3. Click GO.
  4. Click on the icon to the right of the term (green or yellow triangle). A red circle indicates a course with no enrollments.
  5. Begin entering grades for each student. Enter date of last attendance for student's receiving E (failing), I (incomplete) or audit grades.
  6. Click the Submit button at the bottom of the page to submit grades.

Additional Instructions for Incompete Grades

Once grades are entered, a Final Grade screen will pop-up listing students who received an I (incomplete) grade. Information will include M#, name, final grade extension date and a default grade of E (failing).

What does this Incomplete Final Grade screen mean?
If your student does not submit the agreed upon remaining work by the published deadline to change an incomplete grade (the final grade extension date), myGate will automatically change the grade for you to the default grade shown here after the Incomplete Grade Change date has passed. From this Incomplete Final Grade screen you, the instructor, have the option to change the default grade of E to a different letter grade.

When should an instructor change the default final grade?
During Final Grade Submission if your student has earned enough points for a passing grade without submitting any additional work, you have the option of inputting this grade here. For example: your student has earned enough points for a C grade at this point in time, but has not submitted all work. The student has discussed with you the option of an incomplete grade. You have agreed to give the student additional time to submit the missing work. If this work is not submitted by the Incomplete Grade Change deadline, the student's grade will be electronically changed to the default grade you have entered here, after the last day to change an Incomplete Grade.

To change the default final grade:

  1. Click the drop-down arrow on the Final Grade pop-up screen.
  2. Choose the currently earned grade for this student or leave the default failing grade if the student must submit all remaining work.
  3. Click the Submit button.
  4. What happens if the student doesn't complete the additional work necessary for a higher grade?
  5. After the incomplete grade deadline passes, myGate will electronically change the student's grade to the grade you entered on the Incomplete Final Grade screen during Final Grade Submission.

When is the deadline to change the default final grade?
The deadline to change an incomplete grade given for Fall and Winter semesters is March 15 of the following semester;
The deadline to change an incomplete grade given for Spring and Summer semesters is October 15 of the following semester.

For additional information concerning the Incomplete Grade submission process, contact the Office of the Registrar at 270-809-5630 or msu.registration@murraystate.edu

1.4.9. University Studies Course Substitution-Undergraduate

The University Studies course substitution form is used to adjust requirements on a student's degree audit.  They are used any time that the student's University Studies program varies from what's printed in the catalog.  These substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department as well as an additional signature from the University Studies office. 

Once completed, these forms should be routed to the Office of the Registrar.
1.4.10. Using Consent to Release Information on the Teaching/Advising Tab

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  Murray State University may only release “directory information” on a student.  MSU has defined directory information as:

  • Student’s name
  • Addresses & phone listings
  • Campus email address
  • Date and place of birth
  • Fields of study
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Dates of attendance
  • Enrollment status (including full-time, part-time, not enrolled)
  • Degrees (pending and awarded)
  • Awards or honors received
  • Most recent previous educational institution attended

Students may allow a staff or faculty member of MSU to release confidential information (i.e. information not found in the directory information list) by completing an online form.  This online release is a “consent to release student information.”

Students have the option to release all their confidential information or only certain types of confidential information (financial aid, billing/account, academic/education, disciplinary/student conduct information).  They also may choose who it can be released to.  In order to give consent, a student must provide a signed release in myGate with a security question and answer.  Releases remain active until the student revokes his/her consent.

How can I, as an MSU employee, use this information?

If a student or his/her family member contacts you via phone or email asking about confidential information, you cannot discuss it before completing the following steps:

(1)    Search for the student on the Teaching/Advising tab.

(2)    Check to see if the student has a green “yes” next to ‘Info. Release Consent’.

(3)    Verify the student is allowing you to release the information being requested (if asking about grades, the student must have the statement “authorizing … academic…”; if asking about financial aid, the student must have the statement “authorizing billing…”, etc.).

(4)    Verify the person requesting the information is on the authorized list.

(5)    Ask the requestor the security question.  DO NOT GIVE THEM ANY HINTS TO THE ANSWER.

(6)    Verify the requestor gave the correct answer.  THEY MUST ANSWER THE QUESTION CORRECTLY THE FIRST TIME.  If they don’t answer the question correctly, respond with “I’m sorry but I am not permitted to release confidential information about this person.”

(7)    You or the requestor can always contact the Office of the Registrar for clarification.

 

Remember – if a student is marked as “confidential” in Banner, class rosters, or on student search, NO information (including directory information) may be released on that student.  

1.4.11. Viewing More Rows in myGate Banner Channels
In some channels, it is possible to change the number of rows of data displayed. View this document for instructions. 
1.5. Change Your Mailing Address or Telephone Number
Mailing address changes for students and staff can be made from within the myGate system.

1.  Log in to myGate at http://mygate.murraystate.edu

2.  Students:  Click on the Academics Tab         Faculty & Staff:  Click on the Employee Tab

3.  Find the channel titled Self-Service Banner

4.  Click on the link Click here to log in to Self-Service Banner

5.  Select Personal Information

6.  Click on View/Update Addresses and Phone

7.  In the middle of the screen, click on [Update Addresses and Phones]

8.  Update an existing address by clicking the link next to it or add additional addresses by selecting a new address type from the menu.

9.  Click Submit to add a new address.
1.6. NSF Charges for Online Check Payments
When check payments are made online, through the myGate payment website, they are applied as an electronic check payment.  It is important to note that if the check is returned for ANY reason, a fee will be added to the Electronic Check Service Point of Sale Notice (docx) details each state and the amount of the returned check fee that may be added to the student account.

Please use appropriate caution when typing in account numbers through the payment website in order to avoid unnecessary fees.
1.7. Sign-Up for Emergency Mobile Alerts

1. How do I sign-up for emergency alerts?

Faculty, Staff and Students are already signed up for Emergency Notification Text Alerts using the cellphone information provided in their myGate accounts. You can update your myGate information by following the myGate Information Change Instructions.

You may also add additional numbers, like family members or extra cell phones, by creating a MyConnect Portal account following the Murray State Internal MyConnect Portal Setup instructions.

Parents, family members, and Community Partners may sign up to receive emergency text messages. Just follow the instructions for creating a MyConnect Portal account by following the Murray State External MyConnect Portal Setup instructions

2. What kind of alerts are available?

MSU currently offers Emergency alerts only through the Racer Alert Emergency Notification System. Racer Alert uses Blackboard Connect’s MyConnect Portal. The Bursar's office also offers alerts for e-bills. Users may opt-in for those messages on the Money tab in myGate.

3. I wish to stop receiving messages.

If you wish to stop receiving Racer Alert emergency text messages, you can reply “STOP MSUPD” to any text you receive from Murray State Police. To opt out without having received a text, you must create a MyConnect Portal account following the Murray State Internal MyConnect Portal Setup instructions.

4. If I sign-up for emergency alerts, what kind of messages will I receive?

Emergency alert messages will only be sent in the event of a major emergency affecting the campus community. This would include severe weather warnings and threatening public safety concerns. Messages WILL NOT be sent for campus activities or other public announcements unless you indicate that you want to receive those messages.

Troubleshooting:

  • If you are not receiving emergency text alerts, ensure that your cellphone number is correct in your myGate account by following myGate Information Change Instructions or by creating a MyConnect Portal account.
  • Check with your cell provider that your phone is enabled for text messaging from short codes as this is the method used to sign up. Most larger providers do support this feature.
  • Contact the Murray State Police Department at 270-809-2222 or by email at msu.raceralert@murraystate.edu.