This window allows you to see details related to and perform functions related to Student Registration. You can perform the following on this window:
Register for both local and transfer courses
Register by course
Use the course leveler
Pre-register to current
Access student inquiry
Access Scholarship GPA and Non-Traditional Charges (licensable)
Generate charges along with the registration
Prior to preregistering students for an upcoming term, the following must be defined:
Override permissions
Holds
Repeat course rules
Prerequisite, corequisite, and prohibited courses
PT/FT levels for both the regular PT/FT table and the NSLC PT/FT table
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If you try to register students for a course that requires a corequisite, and if the "Use Add Corequisites Window" setting in set on the Registration Configuration window, Registration Configuration tab, then a pop-up prompts you to register the coreqs, too. (In J1 Web, the equivalent setting is "Use the Add Corequisites prompt" on the Enrollment Settings page. |
Header criteria are dependent on the selected Registration option. The information detailed in the window tabs is dependent on criteria entered in the Header.
Student:
This ID Number has a Name Type of STU.
Course:
The following tabs and sub-tabs provide columns needed to perform Registration tasks:
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If the Controls for Adding Registrations and Select Courses for Registration group boxes do not appear at the bottom of the window, click the expand button on the bottom right of the window. If you do not have an expand button, you do not have permission to register students. |
1. Open the Student Registration window.
2. Select the Registration tab.
3. Select Student in the Registration group box.
4. Select the Student ID.
a. Information on the student's current registrations for the most recent year and term will appear in the Courses group box and the Student Registration group boxes.
b. Part-Time/Full-Time information appears in the PF/FT group box.
c. The number of courses and the total number of credits appears in the Courses group box.
d. If the student has Registration Holds/Warnings, the Override Registration Holds window is displayed. If you have permissions to do so, you can override Registration Holds by selecting the Override or Prompt Later button.
5. In the Controls for Adding Registrations group box:
b. Select the Record Type:
i. Use Local Detail to register the student in a course listed in J1 Desktop. This is the option you will most likely use for all standard registrations.
ii. Use Local Summary to register a student for courses not listed in J1 Desktop.
iii. Use Transfer Detail to register students in a course listed in J1 Desktop for the purposes of transfer entry.
iv. Use Transfer Summary to enter course information for transfers from schools that do not have courses listed in the Course Search window or Catalog window.
6. Select the Organization:
a. If you selected Local Detail or Local Summary as the Record Type, the Organization must be *LOCAL.
b. If
you selected Transfer Detail
or Transfer Summary as the
Record Type, enter the Organization or click 
to select an organization from the Organization
Master Lookup window.
7. Select a Course:
a. If
you selected Local Detail
as the Record Type, click
to select a course from the
Course Search window or select
the course code in the drop-down list
in the Select Courses for Registration
group box.
b. If you selected Local Summary, Transfer Detail, or Transfer Summary, select the Course radio button to select a course from the Course Search window or select the Catalog radio button to select a course from the Catalog Lookup window. You may also select a course using the course code drop-down list in the Select Courses for Registration group box. If you choose to search on the Course Search window or Catalog Lookup window, you can select multiple courses.
8. In Select Courses for Registration:
a. If you selected Local Detail or Transfer Detail, enter credit information for all variable-credit courses.
b. If you selected Local Summary or Transfer Summary, enter all appropriate information for the course.
9. If you need to remove any courses, click the Remove button for that course in the Select Courses for Registration group box.
a. Click
in the Controls
for Adding Registrations group box.
b. Any errors or warnings will be displayed in the Registration Errors/Warnings group box. Select each error or warning, and click Override to register the student (if you have permission to override for the errors shown). Click Return to Add to go back to the Select Courses for Registration group box. Otherwise, go back and correct the errors shown. See the Student Registration Process topic for more information on registration errors.
c. Click Save.
10. Repeat steps for each course for which the student is to be registered.
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If the Controls for Adding Registrations and Select Courses for Registration group boxes do not appear at the bottom of the window, click the expand button on the bottom right of the window. If you do not have an expand button, you do not have permission to register students. |
1. Open the Student Registration window.
2. Select the Registration tab.
3. Select the Course radio button in the Registration group box.
4. Select the Year, Term, and Course Code.
a. Information on current registrations for the course will appear in the Courses and Course Registrations group boxes.
b. Part Time/Full Time information for the selected student will appear in the PF/FT group box. By default, information will be displayed for the first student listed in the Course Registrations group box.
c. The number of courses and the total number of credits for the selected student will appear in the Courses group box.
5. In the Select Students for Registration group box, select the Student ID that is to be registered for the course.
6. Click
in the Controls for Adding Registrations
group box.
7. Any errors or warnings will be displayed in the Registration Errors/Warnings group box. Select each error or warning, and click Override to register the student (if you have permission to override for the errors shown). Click Return to Add to go back to the Select Students for Registration group box. Otherwise, go back and correct the errors shown. See Student Registration Process for more information on registration errors.
8. Click Save.
9. If you need to remove any students, click the Remove button for that course in the Select Courses for Registration box.
10. Repeat steps for each student to be registered for the course.
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See Withdraw
Student from Term Window to learn how to withdraw a student
from all courses at once. Following are steps for dropping or withdrawing a student from individual courses. |
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Dropped courses aren't counted as repeats. When a course is dropped,
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Open the Student Registration window.
Select the Registration tab.
Select either the Student or Course radio button in the Registration group box in the header.
Select either a Student ID or a Course in the drop-down columns. The registrations for the selected student or for the selected course are displayed in the Retrieved Records for <> grid. The Status drop-down on each Registration row includes Drop and Delete Course if the user has rights to Delete and Drop on the Registration Permissions window in the Registration Status Permissions group box.
If you wish to change the status of a registration to Dropped, select Drop from the drop-down list. If you wish to delete a registration from the database, select Delete Course from the drop-down list.
The Drop Course Settings window is displayed to allow you to modify the Last Date of Attendance and the Drop Date. J1 checks whether either of these dates is after the Census Date for the course. If either date is after the Census Date, then a warning appears, and the Withdraw button is enabled.
Click either Drop or Withdraw.
If you have selected more than one registration to be dropped, you have the option to apply the Drop Date to all of the registrations.
If you click the Drop button, the status is saved to Dropped.
If you click the Withdraw button, the Withdrawal Details Entry window displays, and you have to provide a W grade.
The Delete Course button deletes the Registration row from the Student Course History table. The button is enabled if
you have rights to delete courses, and
neither the Last Date of Attendance nor the Drop Date is after the Census Date for the course, the Registration row is deleted from the Student Course History table. If the Drop Date is after the Census Date.
If either the Last Date of Attendance nor the Drop Date is after the Census Date, then both the Withdraw and the Delete Course buttons are enabled.
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Open the Student Registration window.
Select the Manage tab.
If you have permissions granted in the Permissions window, you can select one of the following radio buttons:
Mark Status to Dropped, Update Drop Flag and Date
Delete Record from Student Course History
You can either set the New Status column on the Registration rows to dropped by selecting Dropped in the drop-down list on each row or you can select Dropped in the New Status drop-down in the header and then click the Set Status button.
When you click the Update Registrations button at the bottom of the window, the drop or delete action is based on the Dropped/Delete Record radio button selected in the subtab header.
The Drop
Course Settings window is
where you can modify the Last
Date of Attendance or the Drop Date. These
are compared to the Census
Date for the course.
If you have selected more than one registration to be dropped, you
have the option to apply the drop date to all of the registrations.
Register Students in Another Course
1. Open the Student Registration window.
2. Select the Manage tab.
3. If you have permissions granted in the Permissions window, you can select one of the following radio buttons:
a. Mark Status to Dropped, Update Drop Flag and Date
b. Delete Record from Student Course History
4. You can either set the New Status column on the Registration rows to dropped by selecting Dropped in the drop-down list on each row or you can select Dropped in the New Status drop-down in the header and then click the Set Status button.
5. If you want to register students in another course:
a. Use the Retrieve Rows button to select the desired Student Course History records.
b. Highlight the desired rows.
c. Click the Register Student(s)s in Another Course button, which displays the Register Students in Another Course Controls window.
d. Change the default settings of the controls as needed.
e. Click OK.
Retrieve a list of Registrations for Review or Modification
1. Open the Student Registration window.
2. Select the Manage tab.
3. Select a Year/Term.
4. Select the appropriate radio button to use for the query.
a. If you select the Status radio button, your available choices are Reserved, Current, Dropped, History, Preregistered, and Waitlisted.
b. Click the Query radio button to retrieve information by SQL Query. You may use a standard query, but you can also click on the Customize button to enter your own criteria.
c. Click the Student/Course in Header radio button to query only by the selected student or course in the header.
5. Click the Advisor Approval Required checkbox to view courses in a Reserved status because they are awaiting advisor approval. This is available only if the school is licensed for campus portal (JICS) CRM Student.
6. Click the Must Pay Course checkbox to view courses in a Reserved status because they have not yet been paid for. This is available only if the school is licensed for campus portal (JICS) CRM Student.
7. Click on the Retrieve Records button. The Student Records subtab will reappear, and the selected records will display in the Retrieved Records for <> grid.
1. Open the Student Registration window.
2. Check the Preregistration checkbox.
3. Click the Save Control Values button if you wish these same settings to default when you open the Student Registration window again.
4. On the Registration tab, Register subtab, in the Controls for Adding Registrations box in the lower left corner, select the year and term for which you wish to preregister students.
5. Select one or more courses in the Select Courses for Registration box to the right of the Controls box at the bottom of the window. Or you may click on the Search button to access the Course Search window to view courses and select the ones you wish to add.
6. After the desired courses are displayed in the Select Courses for Registration box, click on the Register button.
7. Registrations that process without any Warnings or Errors, will display in the upper part of the tab in the Student Registrations box.
8. Registrations that encounter a problem, display in the Registration Errors/Warnings box at the bottom of the tab:
a. Errors have a red X in front of them. This means that you cannot register the student for this course.
b. Warnings have a red check in front of them. You may override the warning and register the student for the course by clicking the Override button in the Controls for Adding Registrations box.
c. If the Registration Errors/Warnings box contains both Errors and Warnings, it is recommended that you select each registration that has an error and click the Remove button on the right side of the box. After that click the Override button to complete the registrations.
1. Open the Student Registration window.
2. Enter the ID Number of the student or a course.
3. Go to the Manage tab and click on the Retrieve Criteria subtab.
4. Select the Status radio button.
5. From the Status drop down, select Preregistered.
6. Click the Retrieve Records button.
7. The display switches back to the Student Records subtab with the Preregistered students for the selected year and term displayed.
8. On the Student Records subtab from the New Status drop down, select Current.
9. Click the Set Status button to populate the New Status column for all the students selected in the grid below.
10. Click the Update Registrations button.
11. The registration process will use its logic to change the Preregistered status to Current.
12. Both the successful changes of Preregistered to Current and the errors encountered are recorded in the Application Log.
Generate Charges and Print Statements with Registration
1. On the Student Registration window | Control tab, select either the Student or the Year, Term, and Course.
2. Select the Generate Charges checkbox.
3. Select either
· Traditional
Charges
Charges for courses that aren't flagged as Non-Traditional.
These charges use the usual process in the Accounts Receivable module.
· Non-Traditional
Charges
Select this only if your school has the Non-Traditional license.
4. On the Registration tab | Register subtab, click the Generate Charges button. The Billing Statement Pop-up window opens.
5. Select the Generate Charges checkbox.
6. Enter a Transaction Date. (Today's date is the default.)
7. Select options.
· Create a Charges Report
· Run
in preliminary mode only!
This performs a preliminary billing run. Only preliminary transactions
will be created based on the preliminary billing settings on the Billing
Periods window.
· Billing
Period
Click the link or the button under Billing Period. The Select Billing
Periods window pops up. Select billing periods.
8. If you want to print statements:
a. Select the Print Statements checkbox.
b. Select a Subsidiary Group Code.
c. Enter
a Statement
Due Date.
The Period
End Date is not editable.
d. Enter a Payment Plan Month.
e. Optional: Select the Bill Remaining Balances checkbox.
9. Click OK.