Search For

·       Year (required)

·       Requirement (optional)

·       The Find Now button retrieves Institutional Requirement Trees that meet the selection requirements.

·       Use the Print Tree button to preview and print a report showing the parent/child relationship of the requirement as well as the requirement details. Select a requirement from the Institutional Requirements Tree view and click Print Tree.

·       Use the Copy T ree(s) button to copy one or all Institutional Requirement Trees from one year to another. The Copy Institutional Requirement Tree(s) window appears.*

*This option is unavailable when licensed to used J1 Web Advising and academic planning has been activated.

Requirement Detail Tab

·       Hours Needed: The minimum number of hours to meet the requirement.

·       Hours Maximum: The maximum number of hours allowed in the requirement.

·       Type

·       Count (Needed)

·       Count (Maximum)

·       Relation

·       Quality Points

·       When Met, load courses until MAX*

·       GPA

·       Grade Needed (Scale / Type / Grade)

These must be set up in successive order. For example, before you can enter the grade, you must enter the scale and type.

To select a grade scale/credit type, right-click on the Grade Needed column. The Grade Table Lookup window appears.

*This option is only available when working with the root or parent group requirement and if the When Met Then Met configuration is turned on.

Options Tab

·       Status* Use this drop-down pick list to designate the requirement's planning status. Building tree indicates the requirement tree is still being built and isn't ready for academic planning. Prep tree for plans indicates the requirement tree is ready to be prepared for academic planning. You can associate J1 Desktop planning details with a requirement on the Academic Plans tab.   Ready for Degree/Aim Cross Reference indicates the requirement is ready to be associated with a Degree/Aim Cross Reference.   Each root requirement that is Ready for Degree/Aim Cross Reference appears in the Detail section of the Degree/Aim Cross Reference window and indicates its readiness for planning.
·       Priority 1	·       Allow Reuse
·       Priority 2	·       Display
·       Print Order	·       Print
·       Requirement Text

*This column is only available at the institutional requirement (root)-level.

Academic Plans Tab*

Use this tab to correlate the curriculum requirement needed to satisfy a selected program, major, certification, or minor with the academic planning feature in J1 Web. Advisors can use academic planning to map out when students will take the curriculum they need to satisfy their selected program. If your school is not using academic planning, this information is not required.

When working with a requirement that is a required course, the following columns are available.

·       Plan name for the requirement

·       Plan hours per program requirement

When working with a requirement that has a requirement group, the following columns are available.

·       Heading for requirement set

·       Plan name for each program requirement  

·       Number of program requirements

·       Plan hours per program requirement  

·       Planning Wizard Step Text

*This tab is only available if you are licensed for J1 Web Advising and the tree has requirements with a Ready for Degree/Aim Cross Reference status. For more information, contact your Advising Administrator or your support team.

Available Requirements

Use the Requirements and Catalog options to search for a specific course and to determine the type of information appearing in the bottom portion of this window. Requirements search displays the following:

·       Advising Requirement Code

·       Description

·       Type

·       Relation

·       Hours

·       Count

Catalog search displays the following:

·       Course (code)

·       Course Title

·       Hours

·       Organization

·       Requirement

1.         From the Year drop-down, select the appropriate year.

2.         To view a specific requirement for the year, select it from the Requirement drop-down pick list. To view all the requirements for the selected year, do not select anything from the Requirement drop-down pick list.

3.         Click the Find Now button. Any existing requirements appear in the left-hand panel.

4.         Search for requirements by requirement name or catalog (course code).

a.    To search by requirements, select the Requirements radio button option.

b.    In the Requirement or Description field, enter the requirement code or description.

c.     From the Type drop-down list options, select an advising requirement type.

d.    Click the Find Now button. Requirements matching your criteria appear in the area below.

OR

a.    To search by course code, select the Catalog radio button.

b.    In the Course or Title field, enter the course code or course title. To search by Organization, select it from the drop-down pick list.

c.     Click the Find Now button. Requirements matching your criteria appear in the area below.

5.         From the list of available courses/requirements, select those to be added to root requirement.

To select multiple courses/requirements, press the Ctrl key while clicking each row.

6.         Drag selected courses/requirements to the appropriate requirement tree in the left-hand panel. Some requirements consist of several courses grouped together. Add courses to the group the same way - by dragging and dropping to the appropriate group.

Click on a group in the tree to review how many related or child requirements need to be taken (Requirement Detail tab, Count fields) and the relation of the courses in the group (Available Requirements section, Type and Relation fields. For example, a Psychology major may be able to select two courses but no more than three from Abnormal Psych, Child Psych, Experimental Psych, and Cognitive Psych to meet a psychology requirement.   Once these relations have been set up, advisors and students will know which courses they can chose from to meet the requirement.

7.         To allow the student progress recalculation to continue to add courses after the requirement has been met and up until the maximum is reached, select the When Met, load courses until MAX checkbox. This option is for root and parent group requirements only.

8.         If you need to remove a requirement from one of your trees, right-click on it and select Delete Requirement.

9.         On the Requirement Detail tab.

a.    In the Hours Needed and Maximum fields, enter the number of hours needed in order to satisfy a requirement and the highest number of hours that may contribute to the earned hours value of the requirement.

b.    In the Count Needed and Maximum fields, enter the number of requirements needed in order to satisfy a requirement and the highest number of courses that may contribute to the actual count of the requirement.

c.     In the Quality Points field, review or enter the number of quality points needed to meet a requirement.

d.    In the GPA field, review or enter the GPA hours earned for successful complete of the course.

e.    In the Grade Needed fields, enter grade table information for the requirement. The combination determines how GPA information will be calculated for a student completing the course. You must enter information in successive order. For example, you cannot enter a credit type and grade without entering the grade scale first.

i.      In the first field, review or enter the grade scale that will be used with this course to rate student performance.

ii.    In the second field, review or enter the credit type that will be used with this course to the nature of the credit being given for the course, such as letter grade, pass/fail, and audit.

iii.  In the third field, review or enter the grade.

10.      Click on the Options tab.

11.      Use the Status drop-down pick list to designate the root requirement's planning status. *This step is only applicable when using J1 Web Advising and the academic planning feature. For more information, contact your Advising Administrator or your support team.*

o     Building tree indicates the requirement tree is still being built and isn't ready for academic planning.

o     Prep tree for plans indicates the requirement tree is ready to be prepared for academic planning. You can associate J1 Desktop planning details with a requirement on the Academic Plans tab.  

o     Ready for Degree/Aim Cross Reference indicates the requirement is ready to be associated with a Degree/Aim Cross Reference.  

Each root requirement that is Ready for Degree/Aim Cross Reference appears in the Detail section of the Degree/Aim Cross Reference window and indicates its readiness for planning.

12.      Use the Priority fields to determine how a requirement is evaluated when it is used in multiple aims. 1 indicates the highest priority and 10 indicates the lowest priority.

13.      Use the Print Order field to set up the order in which the requirement will be printed. It is recommended you print the root first, group second, and courses third. This order is used when working with the Advising Worksheet and the Graduation Audit.

14.      If a student can take the requirement more than once, select the Allow Reuse checkbox.

15.      To allow the course to appear in the Advising module, select the Display checkbox.

16.      To allow the requirement to be included in printed reports, select the Print checkbox.

17.      In the Requirement Text field, enter any information specific to this requirement you want to appear on the Advising Worksheet.

18.      Click the Save button.

Use the Print Tree option to preview your requirement tree. This can be helpful for identifying any potential issues.

1.         From the Year drop-down, select the appropriate year.

2.    To view a specific requirement for the year, select it from the Requirement drop-down pick list. To view all the requirements for the selected year, do not select anything from the Requirement drop-down pick list.

3.         Click the Find Now button. Any existing requirements appear in the left-hand panel.

4.    From the left-hand panel, expand the appropriate institutional tree.

5.         Select the appropriate requirement. Detailed information appears on the right-hand side of the window on the Requirement Detail and Options tabs.

Only root requirements can be moved to the Institutional Requirement Tree node at the top of the Tree.

1.         From the Year drop-down, select the appropriate year.

2.         To view a specific requirement for the year, select it from the Requirement drop-down pick list. To view all the requirements for the selected year, do not select anything from the Requirement drop-down pick list.

3.         Click the Find Now button. Any existing requirements appear in the left-hand panel.

4.         From the left-hand panel, expand the appropriate institutional tree.

5.         Select the appropriate requirement and choose Copy Requirement from the right-click or Options menu. The Copy Institutional Requirement Trees pop-up window appears.

6.         From the Year drop-down pick list, select the year to which you are moving this tree.

7.         From the Requirement drop-down pick list, select the requirement to which you are moving this tree.

8.         If you want the tree you are copying into the year to replace any potential existing trees for that requirement, select the Replace Existing Tree(s) checkbox.

9.         Click the OK button. The tree is copied and the Copy Institutional Requirement Trees pop-up window closes.

10.      Click the Save button.

1.         From the Year drop-down, select the appropriate year.

2.         To view a specific requirement for the year, select it from the Requirement drop-down pick list. To view all the requirements for the selected year, do not select anything from the Requirement drop-down pick list.

3.         Click the Find Now button. Any existing requirements appear in the left-hand panel.

4.    From the left-hand panel, expand the appropriate institutional tree.

5.         Select the requirement to be deleted and choose Delete Requirement from the right-click or Options menu.

6.         Click the Save button.

This feature is unavailable if your school is using J1 Web Advising academic planning.

1.         From the Year drop-down, select the appropriate year.

2.    To view a specific requirement for the year, select it from the Requirement drop-down pick list. To view all the requirements for the selected year, do not select anything from the Requirement drop-down pick list.

3.         Click the Find Now button. Any existing requirements appear in the left-hand panel.

4.         Click the Copy Tree(s) button. The Copy Institutional Requirement Tree(s) pop-up window appears.

5.         The From Year field automatically shows the year you are copying from on the Institutional Requirement Trees window.

6.         From the From Requirement drop-down pick list, select the tree to be copied.

Only those trees in the Ready for Degree/Aim Cross Reference status are available.

7.         From the To drop-down pick lists, select the Year and Requirement you are copying to.

8.         To replace any trees with the same name that already exist in the year you are copying to, select the Replace Existing Tree(s) checkbox. This can be useful if you copied trees to a new year and realized additional changes needed to be made to the original from year. You can simply recopy them to the new year without making the changes to the From year and the To year.

9.         Click the OK button. The tree is copied and the Copy Institutional Requirement Tree(s) pop-up window closes.

If a requirement tree is associated with a degree/aim and being used in J1 Web for student planning, changes can impact the student's plan and academic progress. Impacted plans are moved into a "Needs Review" status in J1 Web to let Advising Administrators and Advisors know requirements have been updated and the plan needs to be reviewed.

1.         From the Year drop-down, select the appropriate year.

2.         To view a specific requirement for the year, select it from the Requirement drop-down pick list. To view all the requirements for the selected year, do not select anything from the Requirement drop-down pick list.

3.         Click the Find Now button. Any existing requirements appear in the left-hand panel.

4.    From the left-hand panel, expand the appropriate institutional tree.

5.         Select the requirement to be updated.

6.         If your school is using J1 Web Advising academic planning and this requirement has a Ready for Degree/Aim Cross Reference status, you must:

a.    Access the Options tab.

b.    From the Status drop-down pick list, select Building tree.

c.     Click the Save button.

d.    Proceed to Step 6 and once you have made your updates, save and update the Status to Prep tree for plans.

e.    Enter needed planning information on the Academic Plans tab.

f.     Click the Save button.

g.    Access the Options tab.

h.    From the Status drop-down pick list, select Ready for Degree/Aim Cross Reference.

i.      Click the Save button.

7.    Make the appropriate changes.

8.         Click the Save button.

Once the curriculum has the appropriate requirement details/courses associated with it, planning information can be added to each group/requirement/course.

 

1.    Select the root requirement/curriculum that is ready for academic planning.

2.         Select the Options tab.

3.         From the Status drop-down option, select Prep tree for plans.

4.         Click Save. You can now access the Academic Plans tab for each group/requirement/course associated with the root requirement.

*These steps are only applicable when using J1 Web Advising and the academic planning feature. For more information, contact your Advising Administrator or your support team.

1.         Select the course/requirement detail from tree on the left-hand side.

2.         Select the Academic Plans tab.

3.         If you are working with a requirement that only has one required course:

a.    In the Plan name for requirement field, enter a name for the requirement/course to appear in J1 Web when building the plans and when advisors are working with students. You may want to use the course catalog name to make it easy to identify.

b.    In the Plan hours per program requirement field, enter the number of hours needed to meet the individual requirement.

4.         If you are working a requirement set that may have multiple course groupings or options:

a.    In the Heading for requirement set field, enter a name for the grouping of requirements that will appear to advising administrators building the plans and advisors working with students to plan when to take the appropriate courses

b.    In the Plan name for each program requirement field, enter a general name to be applied to each course in the group. This helps advising administrators identify those courses in the group that will satisfy the requirement.

c.     In the Number of program requirements field, enter the number of requirements in this group required in the academic plan. This helps advisors know how many courses are required to satisfy the requirement.

d.    In the Plan hours per program requirement field, enter the number of hours needed to satisfy each individual requirement in this group. Do not enter the total number of hours required.

e.    In the Planning Wizard Step Text field, enter any additional information that will help when looking into detailed information about a requirement in J1 Web planning.

5.         Click Save.

Once the curriculum requirement details/courses have planning information associated with them, they can be associated with degree/aim cross references information to associated with Registration and made available for planning in J1 Web.

 

1.    Select the root requirement/curriculum that is ready for academic planning.

2.         Select the Options tab.

3.         From the Status drop-down option, select Ready for Degree/Aim Cross Reference.

4.         Click Save. Two things happen:

o     The plan can now be associated with Registration information using the Degree/Aim Cross Reference window.

o     Once this Registration association is established, advising administrators and advisors can start creating student plans in J1 Web that will help map out when a student will take the courses needed to satisfy their selected aim.