A hold code of C1 might indicate that a student will receive a warning message when they try to register and an error if they request a transcript.
This window allows you to set up codes that are used to flag student records in the Student Master table via the Student tab of the Student Information window or in the Manage Holds window. Holds are used to indicate that a problem exists with the student record. The code attached to the student's record displays a message to the person who registers the flagged student for courses and to the person who prints a transcript for the student. Depending on how the code is defined in the definition table, the message is either a warning message or a hold message. Holds also impact the display of data in campus portal (JICS) portlets for students and advisors.
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A hold code of C1 might indicate that a student will receive a warning message when they try to register and an error if they request a transcript. |
You may also define holds that do not impact registration, transcripts, or grade reports. These holds can be used to communicate to J1 users some issue related to the selected students. Holds can be viewed on the following windows:
· Student Information Impacting Charges
The three tabs on this window take you through the process of defining Hold Types, setting Application Group (Tasklist Group) rights to each Hold Type, and defining Hold Codes and associating them with a Hold Type. However, you must be a member of an Application Group (Tasklist Group) that has rights to the window and the tabs to be able to set up Holds.
Use this tab to define Hold Type codes and descriptions. Hold Types are used to define access to Holds. Security for Holds is based on Hold Types and Application (Tasklist) groups. Once a Hold Type is saved, only the Description and Active checkbox are editable.
The Hold Type code can be up to 10 characters. The code is editable until it is saved.
The text description for the Hold Type can be up to 100 characters. This text is always editable.
This checkbox indicates if the Hold
Type is active (selected) or inactive (cleared). It is always
editable.
If you clear (make inactive) the checkbox for the Hold Type, a
check is made to see if the Hold Type is used on any Holds in
the HOLD_DEF table. If so, the following message is displayed:
"There are Hold Codes associated with this Hold Type or Hold
Types. The Hold Codes associated with them will also be flagged
as Inactive."
If you click the OK button, the Hold Type is saved and the HOLDS_DEF.ACTIVE is set to 'I' for the selected Hold Type.
If you click the Cancel button, the action is not saved and you are returned to the Hold Types tab.
Use this tab to map hold types to a specific category that will help associate the hold with specific requirements or conditions and allow the system to display holds automatically for students in appropriate locations of their campus portal features.
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You cannot add or delete hold categories, but you can choose to make hold categories active/inactive and set the order they will display. |
Available Hold Categories:
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While Hold Types are not required to have a Hold Category, if you want existing holds related to student balances to appear on the My Financial Account portal, you will need to map the financial holds to the Student Account Balance category. |
The security for Holds is based on Hold Types and Application (Tasklist) groups.
The Hold Type Access tab allows you to see different views of the data in the Hold Group Access table by selecting the radio buttons in the Display Based On group box.
The Access Level permissions are View, Add, Add and Remove, and Admin. These permissions are cumulative.
· If a user has permission to View, they can only view Holds with the selected Hold Type.
· If a user has permission to Add, they can add and view Holds with the selected Hold Type.
· If a user has permission to Add and Remove, they can view, add, and remove Holds with the selected Hold Type.
· If a user has permission to Admin, they can view, add, remove, and delete Holds with the selected Hold Type.
If you have permissions for the Hold Type Access tab, the Add Hold Type Access button is available and opens the Add Hold Type Access window where you can add new Hold Type Access combinations.
If you select the Application
(Tasklist) Group radio button, Hold
Type and Hold Access Level
are displayed for the selected Application (Tasklist) Group.
Hover the mouse over the Application
(Tasklist) Group name to see a List
of Users in that group.
You can delete a row, and the Access Level value is editable.
If you select the Hold Type radio button, the Application (Tasklist) Group and Hold Access Level are displayed for the selected Hold Type.
You can delete a row, and the Access Level value is editable.
If you select the User radio button, the Application (Tasklist) Group, Hold Type, and Hold Access Level are displayed for the selected User.
None of the columns are editable when you select this radio button.
Use this tab to define different types of holds that can be assigned to students on the Student tab of the Student Information window.
· You can define Holds that impact the Registration process, the ability to view or print Transcripts, and the ability to view or print Grade Reports.
· You can define additional Holds that do not impact J1 Desktop or campus portal features but serve as a "warning" to:
o Users in J1
o Advisors in the Advisee Roster feature
o Students in Course Schedules, Unofficial Transcript, Course History, Grade Report, and My Info features.
If a user is part of an Application (Tasklist) Group that can override Holds, they can override both Holds and Warnings when they attempt to register students. In campus portal (JICS), students can register if they have Warnings.
| Hold Process | Hold Control | Description |
Default Description for Students |
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This default information is displayed to the student, advisor, or parent in the campus portal (JICS) portlets. If you wish to embed an HTML link in this description, use this type of syntax: Click this link to <A HREF "http://www.google.com" TARTEG=" blank">Open Google in new window.<A> |
Instruction To Resolve Hold |
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This default information is displayed in the Student Holds window to the J1 Desktop user who does/does not have access to view a given hold. This information is also displayed in some of the campus portal (JICS) portlets. If you wish to embed an HTML link in this description, use this type of syntax: Click this link to <A HREF "http://www.google.com" TARTEG=" blank">Open Google in new window.<A> |
Show on Web |
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This checkbox is selected by default. It controls what's displayed for students in Student Registration and Add/Drop features in the Campus Portal. Selected: Displays the Hold Description, Default Description for Students, and Instructions to Resolve Hold. Deselected: Displays a message:" You have holds that can't be displayed. Contact the Registrar's Office."
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Active |
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If the Active checkbox is selected, then the Hold is displayed in the Add/Hold drop-down list if the user belongs to a group that has been granted access to the Hold Type associated with the Hold. |
Hold Registration |
Hold |
Student cannot register online. J1 Desktop users can register a student with this Hold only if the user has permissions to override Holds. |
Warning |
Student may not register online unless the Allow Web Registration checkbox is selected. J1 Desktop users can register a student with this Hold only if the user has permissions to override Warnings. |
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Allow Web Registration |
If the Hold is flagged as a Registration Warning, then this checkbox may be selected to allow the student to register online but see the warning when they are registering. |
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Hold Transcript |
Hold |
Students may not view the Unofficial Transcript online unless the View Unofficial Transcript Online checkbox is selected. J1 Desktop users cannot print an Official Transcript for a student with this Hold. J1 users can print an Official Transcript for a student with this Hold only if the user has permissions to override Holds. |
Warning |
Students may not view the Unofficial Transcript online unless the View Unofficial Transcript Online checkbox is selected. J1 Desktop users can print an Official Transcript for a student with this Hold only if the user has permissions to override Warnings. |
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View Unofficial Transcript Online |
If the Hold is flagged as a Transcript Warning, then this checkbox may be selected to allow the student to view the portlets online and to see the warning when they access the portlets. |
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Hold Grade Report |
Hold |
Student cannot view the following online: · Unofficial Transcript · Grade Report · Grades in the Course History portlet J1 Desktop users can print a Grade Report for a student with this Hold only if the user has permissions to override Holds. |
View Grades Online |
This checkbox may be selected to allow the student to view the portlets online and to see the warning when they access the portlets. |
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Actions and Action Lists |
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For each Hold, users may select an Action or an Action List that defaults in the Add Holds window when the user adds that Hold for a student. The Action or Action List is saved in Notepad. For each Hold for which you have added a default Add Action or Add Action List, you have the option to select a default Remove Action or Remove Action List. If you populate these options and then Remove a Hold from a student, then a stop will be put on the Action or Action List on the selected Remove Action or Remove Action List. |
These columns are designed to help advisors work with their advisees to resolve holds quickly. They work with the J1 Web Advising.
· Hold Resolver lets you identify the person to contact about the hold.
· How to Contact Resolver lets you choose the resolver???s preferred contact mode.
In the Registration Permissions window, permission related to the Holds for J1 processes is set for groups of users. Groups maybe granted rights to:
· Override Warnings
· Override Holds
· Override both Holds and Warnings
This two-letter code is used to identify the Hold. Registration, Grade, and Transcript Holds are based on this two-letter Hold Code.
The text description for a Hold Code can be up to 30 characters.
This code identifies the type of Hold that can be applied to students.
On the Hold Definition tab of the Hold Setup window, you can select the Hold Type (that was defined on the Hold Type tab) from the drop-down list.
If the Hold Type is defined as Active, both the code and description are displayed.
If the Hold Type is defined as Inactive, only the code is displayed.
If you do not select a Hold Type, then all users who have rights to the Student Holds window are able to add, view, and remove this hold.
This 
icon is
available only after a definition row has been saved. If you hover
the mouse over the icon, a list of all users who have at least
View access to the Hold
Type associated with this Hold Code is displayed.
Identify the person to contact about the hold.
Select 'Email', 'Phone', or 'Other' from the drop-down list.
Default Description for Students
If you selected the Show on Web column, you must enter default text in this column to display to students, parents, and/or advisor in the Course Schedules, Unofficial Transcript, Grade Report, Course History, Advisee Roster, and View My Students portlets provided the current date and time is between the Start Date and End Date for the Hold on the Student Holds window.
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You have defaulted on your Student Loan. |
If you wish to embed an html link in this description, use this type syntax: Click this link to <A HREF="http://www.google.com" TARGET="_blank">Open Google in new window.</A>
These instructions on how to resolve the Hold are displayed to advisors and other users who do not have permissions to view the Hold.
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Please contact the Financial Aid Office. |
This checkbox (along with values in the Active, Hold Registration, Allow Web Registration, Hold Transcript, View Unofficial Transcript Online, Hold Grade Report, and View Grades Online columns) controls whether or not Holds are displayed in the Course Schedules, Unofficial Transcript, Grade Report, Course History, Advisee Roster, and/or View My Students portlets.
This checkbox is required and indicates if the Hold Code is Active or Inactive.
If a Hold is Inactive, then it will no longer be available in the Hold drop-down list when the user is adding a hold to a student.
This column is optional. Select from the drop-down list if the specific warning or hold should appear upon registration:
Only users granted rights in the Registration Permissions window may override the warning or hold messages and continue registering the student.
Only users granted rights to override holds in the Registration Permissions window can override a Registration Hold message.
This checkbox determines if Web Registration is permitted in spite of the existing hold.
If the Allow Web Registration checkbox is selected, then Web Registration is allowed in spite of the warning. If the Override Holds is selected in the Web Registration Configuration window, the Allow Web Registration checkbox cannot be selected when the Hold Registration column value is Hold.
By default, students with holds can drop courses. Use this checkbox only if you want to block students with the selected hold from dropping courses in the campus portal Student Registration feature.
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Before J1 Desktop 2019.5, students with holds couldn't drop courses without assistance from the registration office. |
By default, students with holds can withdraw from courses. Use this checkbox only if you want to block students with the selected hold from withdrawing from courses in the campus portal Student Registration feature.
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Before J1 Desktop 2019.5, students with holds couldn't withdraw from courses without assistance from the registration office. |
This column is optional. Select from the drop-down list if the specific warning or hold should appear when printing a transcript:
Only users granted rights in the Permissions window may remove holds and/or warnings on the Student Information window and may override the warning or hold messages and continue registering the student, generating a transcript, or printing grade reports.
If a student has a Hold in the Student Holds window that is defined as a Transcript Hold or a Transcript Warning, the "Unofficial Transcript" watermark will print on their transcript generated from the Transcript Report window unless the user has rights in the Registration Permissions window to override holds.
View Unofficial Transcript Online
This checkbox is available only if your school is licensed for campus portal (JICS) and CRM Student.
If the View Unofficial Transcript Online checkbox is selected, the student receives a warning but will be able to view his transcript in campus portal (JICS) despite the existence of the hold. This setting impacts only the Unofficial Transcript Portlet and does not impact the Grade Entry Portlet and the Course History Portlet. The View Unofficial Transcript Online checkbox can be selected when the Hold Transcript column value is either Hold or Warning.
Select this checkbox to define this Hold Code as a Grade Report Hold.
If a student has a Hold in the Student Holds window that is defined as a Grade Hold, the J1 Desktop user is warned that the student(s) have a Grade Report Hold. If the user has rights in the Registration Permissions window to override holds, the user can choose whether or not to print Grade Reports for Students with Holds.
This checkbox is available only if your school is licensed for campus portal (JICS) and CRM Student.
If the View Grades Online checkbox is selected, the student receives a warning but will be able to see their grades in the Grade Report Portlet and the Course History Portlet despite the existence of the hold. This column does not impact the Unofficial Transcript Portlet.
Both of these columns are available for editing as long as both of them have no values (NULL or cleared). If one of the columns has a value, the other one is not available.
Select from the drop-down list the Action OR Action List to be associated with this Hold Code. The Action or Action List selected here will default into the Add Hold window. You may chose not to use the Action or Action List at that point. It is recommended that you use an Action or Action List to communicate information about the hold to the student or other appropriate individual.
Remove Hold Action/Action List
Both of these columns are available for editing as long as both of them have no values (NULL or cleared). If one of the columns has a value, the other one is not available.
Select from the drop-down list the Action OR Action List to put a Stop on the Action or Action List on the student's Notepad if the Hold is removed for that student.
Hold information for students/advisees/parents may be displayed in the Course Schedules, Unofficial Transcript, Grade Report, Course History, Advisee Roster, and View My Students portlets. The information that is displayed is dependent on the following:
· Values entered in the Show on Web, Default Description for Students, and Instructions to Resolve Hold on the Hold Definition tab.
· Display of "Active"
Holds.
Active Holds are those with the current date and time between the Start Date and End
Date on the Manage Holds
window.
· Type of Hold/Warning.
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Only Transcript Holds are displayed in the campus portal Unofficial Transcript feature. Only Grade Holds are displayed in the Grade Report and Course History features. Only Registration Holds are displayed in the Course Schedules feature. All Holds are displayed in the Advisee Roster and the View My Students features. |
1. Open the Hold Setup window.
2. On the Hold
Type tab, define Hold Type.
These Hold Type codes are used to set access for Holds Codes.
You may think of Hold Types to group holds that would be set by various
administrative units (Registrar's Office, Business Office, etc.).
In some cases, you may wish to create multiple hold types for an administrative
unit based on the Application (Tasklist) Groups you wish to give access
to View/Add/Remove Holds with that Hold Type.
3. (Optional) On the Hold Category tab, associate hold types to a specific category:
a. Select a Hold Category from the top portion of the window.
b. From the Available Hold Type Codes, select a hold and click Add to move it into the selected Hold Type Codes.
c. Remove a Selected Hold Type by selecting the hold and clicking the Remove button.
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While Hold Types are not required to have a Hold Category, if you want existing holds related to student balances to appear on the My Financial Account portal, you will need to map the financial holds to the Student Account Balance category. |
4. On the Hold Type Access tab:
a. You can select to view by Application (Tasklist) Groups, Hold Types, or Users the Hold Type Access rows that have already been defined.
b. You may edit the Access Level for any Application (Tasklist) Group/Hold Type row when you have selected the Display Based on "Application (Tasklist) Groups" or "Hold Types."
c. If you need to add a new Hold Type Access, click the Add Hold Type Access button to add the new Hold Type Access combination(s). Select one of the Default Access Level radio buttons for the Hold Type Access rows you are creating.
5. On the Hold Definition tab, define Hold Codes.
a. Enter the new Hold Code.
b. In the Default Description for Students, type the information about the hold that you want the students to see when they view their holds in campus portal (JICS) portlets.
c. In the Instructions to Resolve Hold, type the information that will be displayed to J1 Desktop users who do not have Hold Type Access for a hold that is given to a student. This information should indicate a contact office or person the student can contact to find out about resolving the hold. Be careful that you do not inadvertently communicate what the hold is.
d. You can add a link in either the Default Description for Students or Instructions to Resolve Hold columns. Use syntax similar to this: <A HREF="http://www.google.com" TARGET="_blank">Open Google in new window.</A>
e. Enter/Select additional controls for the Hold Code.
6. Save.
For more information on how Holds work in the campus portal (JICS), see the Holds topic.
Common Functionality for Grid Windows
Hold Type