The ID Number may have an open lock (FERPA active) icon  or a closed lock (FERPA inactive) icon displayed beside it. These icons indicate whether this student has current FERPA permissions defined. Click the open lock icon to open the FERPA Permissions window to view the FERPA permissions the student has granted.

The Hold icon may also be displayed. It indicates that the student has one or more Holds. You can hover over the Hold icon to view the student's holds.

If you select the Active and Future Holds radio button, all active and future Holds for the student are displayed. They are ordered by the Student Master Hold Column value and followed by the Start Date.

If you select the Inactive Holds radio button, all inactive Holds for the student are displayed. They are ordered by the Student Master Hold Column value and followed by the End Date.

If you select the All Holds radio button, all active and inactive Holds for the student are displayed. They are ordered by Active, Inactive, Student Master Hold Column value, and the Start or End Date.

Holds are displayed in this panel depending on the Filter By radio button selected (see above). The data in this panel cannot be updated.

The Add Hold button at the bottom of the panel opens the Add Hold window so that you can add a hold for the student. This button is only available if you have been granted Add, Add and Remove, or Admin access level to at least one Hold Code. Use this window to add a new Hold that will be displayed in the Student Holds window. If a value is selected in the Student Master Holds Column, the new Hold will be added to the Student Master table and the Hold Transaction table and the Start Date column cannot be updated. If you do not have access to this panel, a message is provided to you in the How to Resolve the Hold box.

When you highlight a Hold Code in the Hold panel, detail data for the selected Hold Code is displayed in this panel. This data is stored in the HOLD_TRAN table for the selected Hold Code. Some columns may be updated if you have been granted Admin access level; otherwise, the columns are read only.

If you do not have access to the Student Hold Detail panel for the selected Hold, only the Hold For, Student Master Holds Column, and the How To Resolve the Hold columns are displayed.

§      If the name is a link, you can click on the link and send an email message to the student.

§      The Student Master Holds Column list box displays Student Master Hold Column 1-6. This column cannot be updated.

§      The Description column can be updated if you have been granted the Admin access level.

§      The Show on Web value is defaulted from the Show on Web checkbox for this Hold defined on the Hold Setup window (Hold Definition tab). This required column can be updated if the user has Admin access level.

§      The Notepad button opens the Notepad window for the selected ID Number.

§      Click the Remove Hold button to open the Remove Hold window, which allows you to enter an End Date when the Hold should no longer be active. Use this window to remove a Hold. The user must supply and End Date for the Student Hold. This date may be a date earlier than today, but J1 Desktop will use the current timestamp for the removed date. The End Date column cannot be updated if the Hold is associated with a Student Master Hold Column. Click the Save button to update the Hold Transactions table.

???     The Remove Hold button is available if:

·       You have been granted Add and Remove or Admin access level for the selected Hold Code.

·       If the selected Hold has no End Date.

·       If the selected Hold has an End Date that is greater than the current date and time that you accessed the Hold.

§      The Update Hold button is available if the Student Master Hold Column (SM_HOLD_COLUMN) is not null and if you have been granted rights to this column.

Click the button to open the Update Hold for Student Master Column window to assign a different Hold Code to the Student Master Hold Code for this student. Read carefully the text on the window. Click the Save button to update the Student Master and Hold Transactions tables.

§      The Delete Hold button is available if you have been granted Admin access level. If a hold is deleted from the database, you lose the record of that hold.

§      The Tracking group box displays Start Date, End Date, Add Date, and Remove Date. The users who added and/or removed the Hold are also displayed if applicable. These columns can be updated if you have been granted Admin access level.

You can click the Add Comments icon to open the Review/Add Comments and Attachments window to add feedback. If feedback already exists, click the View Comments and Attachments icon to open the Review/Add Comments and Attachments window to read the feedback.

§      The Description for Students box displays text entered for this Hold in the Default Description for Students column on the Hold Definition tab of the Hold Setup window. This information can be updated if you have more than View Access level and is displayed to the student and advisors in the campus portal features.

§      The How to Resolve the Hold box displays text entered for this Hold in the Instructions to Resolve Hold column on the Hold Definition tab of the Hold Setup window. This information is provided to the J1 Desktop user, who can, in turn, provide information to the student about what office or person to contact about the hold.  Even if the user does not have rights to view the hold, they see this column; therefore, take this into consideration when you populate the column.

§      The Student Hold Key displays the Holds Sequence Number generated by J1 Desktop. This number is available to you if you are a user who has access to use SQL.

§      The Hold Type and Access Level are also displayed if you have at least View Access Level for the Hold Type and associated Hold Code.

You can access the Manage Holds window via Activity Centers (Register Students, Work with Courses, and Work with NT Courses) or by clicking the View/Add Additional Holds button on the Student Information, Student Information Impacting Charges, Receipt Entry Detail, and Financial Aid Inquiry windows.

	If the Student Information window is open at the same time you edit in the Student Holds window, the Student Information window is refreshed with the data that was edited.
	If this window is opened from another window, the ID Number is populated from the window from which the Student Holds window was opened. Otherwise, you must select an ID Number with which to work.

1.         Open the Manage Holds window.

2.         Click the Holds tab.

3.         Choose or enter the individual's ID #.

4.         Click the Add Hold button. The Add Hold window opens.

5.         Choose the appropriate Hold Code from the drop-down list.

6.         If the hold should be saved to the Student Master table, choose a Student Master Hold Column from the drop-down. You can only select Student Master Hold Columns to which you have rights and those that are not already in use for the selected student.

If you select a Student Master Hold Column, ·       the hold is saved in the Student Master table, and ·       the hold displays in the Registration/Transcript Holds group box on the Student tab (Student Information window), and ·       the Start Date displays today's date, and it is not editable. If you do not select a Student Master Hold Column, the holds will not display in the Manage Holds window.

7.         Update the Start Date and End Date as needed.

	If the End Date is editable and you wish to indicate when the hold should no longer apply to the individual, provide a date that is greater than the Start Date.
	If Actions or Action Lists are defined for the selected Hold Code, they are displayed for the Add Hold Action and Add Hold Action List, and the Use checkbox for each is selected.

8.         Click the Save button.

1.         Open the Manage Holds window.

2.         Click the Holds tab.

3.         Choose/enter the individual's ID #.

4.         Select the Hold you want to update.

5.         Click the Update Hold button. The Update Hold for Student Master Column window is displayed.

6.         Read the text at the top of the window carefully. It provides helpful information about the hold you are updating.

7.         For the existing Hold, the Hold End Date is populated with the current date and time and is not editable.
Enter feedback for the existing Hold, if desired, by clicking the Add Comments icon .

If Actions or Action Lists are defined for the selected Hold Code, they are displayed for the Add Hold Action and Add Hold Action List, and the Use checkbox for each is selected.

8.         For the new Hold:

a.         Select the New Hold code from the drop-down list.

b.         The Start Date for New Hold is populated with the current date and time.

If Actions or Action Lists are defined for the selected Hold Code, they are displayed for the Add Hold Action and Add Hold Action List, and the Use checkbox for each is selected.

9.         Click the Save button.

	When you delete a hold, its history is erased. When you remove a hold, it no longer applies, but its history is not deleted.
	Holds associated with privacy requests cannot be deleted.

1. Open the Manage Holds window.

2. Access the Holds tab.

3. Choose or enter the ID #. Holds are shown in the left-hand panel.

4. Select the hold to be deleted. Hold details appear in the right-hand panel.

5. To add a comment or attachment about why the hold is being deleted, click the Add Comments or Attachments icon.

6. Click the Delete Hold button. The confirm delete pop-up window appears.

7. Click Yes. The hold is immediately deleted from the individual.

To add, remove, or delete holds for multiple people, you first select the people, then select the holds, and finally process the holds.

Step 1: Select the People

1.         Open the Manage Holds window.

2.         Access the Mass Add/Remove/Delete Holds tab.

3.         Select people by criteria, using an InfoMaker query, or individually.

a.         To select people individually, enter their ID number in the Individual column and click the Add Individual button.

To search for an ID, right-click and select Advanced Search.

b.         To select people by criteria:

This option lets you add, remove, and delete holds to a group of people. For example, if you no longer place holds on students for overdue library books, you can remove the overdue library book hold for everyone it has been applied to at one time.

i.           Select the By Criteria radio button.

ii.         From the Criteria group box, select how you want to group the people.

iii.       Click the Change??? button. The Select Criteria window appears.

iv.       In the Select Criteria window, refine the criteria so the appropriate people you want to add, remove, or delete holds for will be selected and click OK.

v.         Repeat steps ii-iv for each criterion you want to use in the selection.

	If you wish to view the criteria used to generate the SQL Query, click the View Criteria button.
	If you wish to view the SQL Query generated, click the View Query SQL button.

vi.       Click the Add By Query or Criteria button.
The individuals meeting the selected criteria appear in the Selected Items section.

c.          To use a query:

i.           Select the By Query radio button.

ii.         Choose the appropriate InfoMaker query (Original query: d_q_mass_hold_student_select). You can customize the query if necessary.

In the 2019.5 release, the default query was updated to include any IDs rather than only student IDs. Therefore, if your customized query  uses the ???student_master_id_num??? column, you must edit it in InfoMaker. Change it to use this column instead: ???name_format_suffix_view_id_num??? See the section above called ???To Update the List Dynamically, Use the Scheduler???.

iii.       Click the Add by Query or Criteria button. The individuals meeting the query parameters appear in the Selected Items section.

Step 2: Select Holds

1.    To mass delete holds:

	When you delete a hold, its history is erased. When you remove a hold, it no longer applies, but its history is not deleted.
	Holds associated with privacy requests cannot be deleted.

a.    Click the Select Holds to Delete button. The Mass Delete Holds window appears. A list of all the holds associated with the selected individuals is shown.

b.    From the For selected Holds Delete options:

i.      To delete currently active and pending holds, select Active and Future Holds.

ii.    To delete defunct holds, select Inactive.

iii.  To delete all active, pending, and inactive holds, select All Holds.

c.     Select the checkboxes of the holds you want deleted from the selected people.

d.    Click the OK button. The Mass Delete Holds window closes and the Manage Holds window reappears with a green check mark next to the Select Holds to Delete button. When you are ready to complete the process and delete the holds, proceed to Step 3.

2.    To mass remove holds:

When you delete a hold, its history is erased. When you remove a hold, it no longer applies, but its history is not deleted.

a.    Click the Select Holds to Remove button. The Mass Remove Holds window appears. A list of all the holds associated with the selected people is shown.

b.         Select the checkboxes of the holds you want removed from the selected individuals.

c.          Because holds are being removed and not deleted, you and other users with the appropriate permissions can see when a hold was applied and removed. The end date is automatically shown as the current date, but it can be updated by entering a new date in the End Date field and clicking the Add End Date to Selected Rows button.  

d.         If you want to include a note or attachment to give other users more information about why the hold was removed, click the Add Feedback to all the selected rows button and use the Review/Add Comments and Attachments window that appears.

e.          Click the OK button. The Mass Remove Holds window closes and the Manage Holds window reappears with a green check mark next to the Select Holds to Remove button. When you are ready to complete the process and remove the holds, proceed to Step 3.

3.         To mass add holds:

a.    Click the Select Holds to Add button. The Mass Add Holds window appears. A list of all the holds that can be applied to the selected individuals appears.

b.    Select the checkboxes of the holds you want added to the selected individuals.

c.     Use the Start Date and End Date fields to designate when the hold should be applied and end. Once you enter the date, click the Add Date to Selected Rows buttons.

d.    If an individual already has the hold you're adding on their record and you want to reapply it, select the If a selected hold already exists for an individual, add it again checkbox. The duplicate hold will replace original hold and use the start and end dates you designate.

e.    If you want to include a note or attachment to give other users more information about why the hold was added, click the Add Feedback to all the selected rows button and use the Review/Add Comments and Attachments window that appears.

f.      Click the OK button. The Mass Add Holds window closes and the Manage Holds window reappears with a green check mark next to the Select Holds to Add button. When you are ready to complete the process and add the holds, proceed to Step 3.

Step 3: Process Holds or Schedule Processing

1.    Decide whether to process the holds now or schedule them for processing later.

a.         To immediately process the holds, click the Process Holds button. Holds are processed in the background and when the processing is completed, the Application Log File window appears showing you the results and identifying any issues.

b.         To schedule the processing:

i.           First decide whether to run the process statically or dynamically.

Scheduling options are only available if the client application server is installed on your machine. You can schedule Processing Holds to run either of two ways: statically on the individuals now displayed in the Selected Items box, or dynamically on the individuals who fit the criteria or query at the time it runs

The scheduler does not include people you added to the list individually (by clicking the Add Individual button). The scheduler will not process holds for those individuals.

ii.         To have the list update dynamically at the time the process runs, click the checkbox for At the time the Scheduler process runs, select students using the Criteria or Query.

iii.       Click the Schedule... button.
The Process Schedule window opens.

iv.       Enter a name for the schedule, and set the schedule parameters.

v.         Click the Save button on the toolbar.

To create reports on student holds, you first select students, then a sorting preference, and finally an InfoMaker report format.

Select Students

1.         Open the Student Holds window, and click the Reports tab.

2.         Hover over the How do I Select Students to show in the report? link for detailed steps.

3.         Select students in one of three ways: individually, by criteria, or by an InfoMaker query.

a.         To select students individually, enter a Student ID number in the Student column and click the Add Student button.

b.         To use criteria:

i.           Click the By Criteria radio button.

ii.         Select the appropriate criteria radio button in the Criteria group box.

iii.       Click the Change??? button to open the Select Criteria window.

iv.       In the Select Report Criteria window, select the desired value for that particular criterion and click OK.

v.         Repeat steps ii-iv for each criterion you want to use in the selection.

	If you wish to view the criteria used to generate the SQL Query, click the View Criteria button.
	If you wish to view the SQL Query generated, click the View Query SQL button.

vi.       Click the Populate Criteria Results button.
The selected students are displayed in the Selected Items box.

c.          To use a query:

i.           Select the By Query radio button.

ii.         Choose the appropriate InfoMaker query (Original query: d_q_mass_hold_student_select). You can customize the query if necessary.

iii.       Click the Populate Criteria Results button. The selected students are displayed in the Selected Items box.

Select Sorting Preference

4.         Hover over the How do I Preview or Print this report? link for detailed steps.

5.         Click the appropriate Report by radio button (Student, Holds, Hold Types).

Select an InfoMaker Report

6.         In the Selected Report drop-down list, choose the InfoMaker report format you wish to view or print, or click Customize... if you wish to modify the InfoMaker format.

7.         Click Preview to view the report or Print to send it to the printer.