This tab consists of several group boxes displaying student information stored in the Student Master table or the Student Term table.
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The Extension button on this tab is the only link to the Student Master Extension window. The Cohort Code on the Student Master Extension window is no longer directly used in the IPEDS Fall Enrollment data collection. The Cohort Code is generated and stored on the IR Student Data table via the IPEDS Fall Enrollment parameters and collection process. |
In the Registration/Transcript Holds group box, there are six columns for information on holds. The AR Hold column is used in Accounts Receivable. Hold 2 – Hold 6 are used in Registration.
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Two kinds of security (Hold Type and Application [Tasklist] Groups) may limit your ability to view and update these holds. Security is defined and controlled in the Hold Setup window and the Manage Holds window. |
The columns detailed in the table below are available on these subtabs. Additional columns in the STUDENT_MASTER table are hidden but can be added to the window via ELITE PAINT.
Group Box |
Columns |
Division |
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Entrance |
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Student's Groups |
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Registration/Transcript Holds |
View/Add Additional Holds button If you have permissions to this button, click on it to open the Manage Holds window for the selected ID number. |
Term Update Information |
This column displays current honors from Academic Standing, which are updated on the Student Master table by the Academic Standing process. Examples include Dean's List and President's List. |
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This column displays the current academic standing. It's updated on the Student Master table by the Academic Standing process. Examples include Probation and Good Standing. |
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Other Student Information |
Student has notified the institution of his/her refusal to have "directory information" disclosed This is for Texas state reporting. It's stored on the Student Master table: student_master.exclude_from_directory Any school can use this field and work it into internal reports or processes, but the system doesn't use it for any purpose other than Texas state reporting. It is not connected to FERPA functionality, for example. (The FERPA checkboxes are on the Name tab of the Student Information window.) When you select this checkbox, the text turns red. |
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Displays the Student Identifier from the ALTERNATE_IDENTIFIERS table if the IDENTIFIER_TYPE is 'STSTU' and if today's date is in the valid range. |
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This button opens the Alternate Identifiers window and displays the current Student ID. This button opens the Alternate Identifiers window and displays the current Student ID. |
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| First Generation Student
This field is used in the Arkansas Public Student Term Report, but it's available to all schools. It's optional in the report for academic year 2021–22, but required beginning with academic year 2022–23. Arkansas Department of Higher Education defines a First Generation Student as a student neither of whose parents completed a baccalaureate degree—or in the case of any who regularly resided with and received support from only one parent, an individual whose only such parent did not complete a baccalaureate degree. The values are Yes, No, and Unknown. Use Yes to mark a student whose parents did not complete a four-year college or university degree. Database:
Windows:
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| Matriculation | |
| Program | |
[Create records in the TW_WEB_SECURITY
table and the TW_GRP_MEMBERSHIP table]
If a Student Master record exists for an ID Number, you can click this icon to create the needed records in the TW_WEB_SECURITY table and the TW_GRP_MEMBERSHIP table. Each individual has only one record in TW_WEB_SECURITY where the user login and password are stored. In the TW_GRP_MEMBERSHIP table, the ID Number is associated with roles that are used to access functionality in campus portal (JICS) and the CRMs. If the ID Number has neither of these records, then clicking the icon creates the TW_WEB_SECURITY record and one record in TW_GRP_MEMBERSHIP with a Role ID of "Student." If the ID Number already has a Web Security record and possibly a Group Membership Role ID of "Candidate," then clicking the icon creates one record in TW_GRP_MEMBERSHIP with a Role ID of "Student." If a Student Master record exists for an ID Number, you can click this icon to create the needed records in the TW_WEB_SECURITY table and the TW_GRP_MEMBERSHIP table. Each individual has only one record in TW_WEB_SECURITY where the user login and password are stored. In the TW_GRP_MEMBERSHIP table, the ID Number is associated with roles that are used to access functionality in campus portal (JICS) and the CRMs. If the ID Number has neither of these records, then clicking the icon creates the TW_WEB_SECURITY record and one record in TW_GRP_MEMBERSHIP with a Role ID of "Student." If the ID Number already has a Web Security record and possibly a Group Membership Role ID of "Candidate," then clicking the icon creates one record in TW_GRP_MEMBERSHIP with a Role ID of "Student." |
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College Attendance |
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Click this button to open the Document Master window. From there, you can retrieve transcript records or upload a new transcript. |
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Previous
College and |
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Part Time/Full Time |
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Return Eligibility |
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High School Graduation |
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Displays only if Make Use of NSC Functionality is turned on in the Registration Configuration tab of the Registration Configuration window. The values here are read-only, but you can click the Edit button to edit them on the NSC Edit Student Data Records window. |
From the Special Status drop-down on the NSC Edit Student Data Records window. Values include these: D Deceased F Full Time H Half Time L Less than Half Time Q Three Quarter Time R Graduated V Leave of Absence W Withdrawn |
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From the Special Status Date column on the NSC Edit Student Data Records window. |
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From the Special Status End Date column on the NSC Edit Student Data Records window. |
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Click this to edit information in the NSC Edit Student Data Records window. |
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There are three withdrawal counts. Institutional These are withdrawals from courses at your school. A withdrawal record is entered automatically when a student withdraws from a course and these are true: The Add
to Withdrawal Count checkbox (in the Withdrawal
Details Entry prompt) is selected when the withdrawal is recorded. Student Course Details Subtab (Registration Tab of Student Registration Window) The grade is defined as a Withdrawal Grade (in the Grade Table Definition window). The division is set to Apply Withdraw Limit (in the Division Definition window). Transferred These are withdrawals from courses at other schools. The count includes only records added manually in the Add New Withdrawal Count Record prompt. Total This is the sum of the Institutional and Transferred counts. |
Student is exempt from withdrawal limit checkbox If you are using the Withdrawal Limit functionality but withdrawals should not be counted for this student, then select this checkbox. |
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Displays the total withdrawal count for the student. |
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Displays the count of Student Course History rows from your institution for which the Add to Withdrawal Count checkbox is selected. |
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Displays the withdrawal count from the student's previous institution. The count from the most recent row for each institution is summed to get the total transfer count. |
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This opens the Withdrawal Count History window. You can view the history or add a record. |
Users cannot add, delete, or copy rows on this tab. Those actions are available on the Student Term Table tab.
Section |
Group Box |
Columns |
Student Master Settings for Billing |
Third Party Billing |
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Billing Settings |
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This option determines the 1098-T format the selected student will receive. Printed statements will be mailed by the school, and Electronic statements will be sent to campus portal (JICS) where the student will be able to download and print their forms.
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Student Term Settings for Billing The information in this section also appears on the Student Information Impacting Charges window | Student Term Information tab. |
Grid |
Displays the year from the Student Term table. |
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Displays the term from the Student Term table. |
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Displays the default billing term associated with the year and term from the Student Term table. |
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Displays the tuition code from the Student Term table. |
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Displays the discount type from the Student Term table. |
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Displays the tuition status code from the Student Term table. |
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Displays the tuition exemption reason code from the Student Term table. |
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Displays the state classification code from the Student Term table. |
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Displays the high school student status from the Student Term table. |
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Inter-Institutional Visiting Student If the student is visiting from another institution, this checkbox is selected. |
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If an agreement is required, this checkbox is selected. |
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If an agreement has been made, this checkbox is selected. |
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If an information update is required, this checkbox is selected. |
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If an information update has been made, this checkbox is selected. |
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Student Term Table Billing Settings for... |
Displays the year from the Student Term table. |
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Displays the term from the Student Term table. |
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Displays the default billing term associated with the year and term from the Student Term table. |
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View or update the tuition code from the Student Term table. |
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View or update the discount type from the Student Term table. |
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View or update the tuition status code from the Student Term table. |
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View or update the tuition exemption reason code from the Student Term table. |
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Maintain Student Billing Exemptions button Click to access the Student Billing Exemptions window.
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Information here applies to the selected year/term. For example, a student might be listed here as a freshman when 2020/10 is selected, but as a sophomore when 2021/10 is selected.
This data grid is populated from the Student Term table. The fields are view only in this overview. However, some of the same fields appear below in the Student Term Table Detail for the selected year/term, and they are editable there.
The fields here are for the year/term row selected above in the overview. These fields are editable, and changes are saved in the Student Term table for the selected year/term.
| Field | Example | Note |
Year |
2020 |
Not editable; the year selected above in the overview |
Term |
10 |
Not editable; the year selected above in the overview |
Division for [selected year/term] |
Undergraduate |
If student had more than one division in the term, this is the one that was marked as the current division then. |
Classification for [selected year/term] |
Sophomore |
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Include in Transcript |
[checkbox] |
Selected by default. Appears only if the Allow partial transcripts checkbox is selected in J1 Web on the Repeat, Transcript, and GPA Settings page.
If you deselect the Include on Transcript checkbox for a student term that has a transcript hold, the selected student term is hidden from the official transcript.
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State Enrollment Status |
Continuing Undergraduate |
Use this if you track state enrollment status separately from the Enrollment Status you use for NSC. |
State Classification |
Second Year |
Use this if you track state classification separately from the Enrollment Status you use for NSC |
High School Student Status |
High School Diploma |
Values are
defined in the High School Student Credit Status Definition
window. |
Student is an Inter-Institutional Visiting Student this term |
[checkbox] |
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Registration Agreement
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[checkboxes] |
Also called "Student Term Agreement" or just "Agreement". Select the checkboxes if the agreement was required and completed for the selected year/term. For more information: Populate Student Term Agreement and Personal Info Update Requirements Window |
Personal Information Update
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[checkboxes] |
Also called "Info Update". Select the checkboxes if the update was required and completed for the selected year/term. For more information: Populate Student Term Agreement and Personal Info Update Requirements Window |
View or edit a student's Withdrawal Count History
1. In the Withdrawal
Limit Counts group box, click Edit.
The Withdrawal Count History window opens.
2. Select an ID #.
3. Click Add
New Record...
The Add New Withdrawal Count Record
pop-up opens.
4. Select parameters.
5. Click Add Record.
Copy Student Term Table information from one year and term to another
1. Choose Option A or Option B.
a. Option A: Open the Copy Student Term Table to New Term window.
i. Select rows.
ii. Click Copy Rows to New Term.
b. Option B: Open the Student Information window to the Student tab.
i. Click either the Financial sub-tab or the Student Term Table sub-tab.
1) From the Financial sub-tab, right-click a row in the Student Term Settings for Billing data grid.
2) From the Student Term Table sub-tab, right-click a row in the Student Term Table Overview data grid.
ii. In the right-click menu, select Copy Student Term Table Row.
The Target Student Term Table Copy Options
window opens.
2. Select the target year and term.
3. Select the columns you want copied to the target year and term.
4. Select the other information you want copied (such as Student Billing Exemption and, for schools licensed for Texas State Reporting, Hazlewood Exemption).
5. Click OK.
NSC Edit Student Data Records Window
Populate Student Term Agreement and Personal Info Update Requirements Window
Transcripts button
Organization Master Lookup