Advising Settings
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Settings determine how advisors with the appropriate permissions interact with the Academic Advising hub. Use these settings to do the following:
Establish standard advisee meeting features such as meeting length and the number of additional appointments advisors must make available to ensure there are enough appointment options to suit advisees' schedules.
Determine how information is displayed on the Advising Worksheet report.
Turn on automated communications to ensure advisors and students receive system messages.
Control automatic updates of Advising data from Registration data.
Set up GPA recalculations for majors, minors, concentrations, and certifications in Advising when there are changes in Registration.
Control how requirements are processed in the Compute Student Progress (Advising Recalc) procedure.
Make a copy of the FERPA policy available for Advisors to review and designate a FERPA contact.
For schools using Jenzabar Retention, set up how Retention alerts and follow-ups are handled in J1 Web.
Activate academic planning to allow Advising Administrators to map out curriculum based on programs.
Opt in or out of having advisors approve and track alterations for students' requirements.
The permission needed to edit Advising Settings is "Can manage settings". It's available in the Academic Advising Module Manager role and on roles copied from it.
Advising Settings are available in Desktop, too, on the Advising Configuration window.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Most of the Desktop settings are available in J1 Web, but the following aren't needed in J1 Web, so they're not included:
Official Set of Advisors for a Student
Options in Desktop are AV (Advising) and RE (Registration).
The "Registration advisor" distinction is not needed in J1 Web Advising.
Default Organization Code
Options include *LOCAL and all other organizations in the system.
Default Organization Code is not needed in J1 Web Advising.
These settings are now located only on the Campus Portal (JICS) Settings page on the Registration Administration hub. Previously, they were also on the Advising Settings page, but we removed this redundancy as of the J1 2023.1 release.
Advisee Meetings Settings
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use these settings to provide common meeting details that are automatically applied when your advisors set up their advising appointments. You can:
Select a typical meeting location. Advisors can select another meeting location when they go to set up their appointments.
Enter general meeting instructions that will appear to the advisor and student in the meeting description. Advisors can customize the instructions when they go to set up their appointments.
Set up an appointment buffer that requires the advisor to build in a percentage of additional appointments exceeding their number of advisees. This ensures there are enough available meeting times for advisees.
Determine the minimum amount of time a typical advising meeting will last. Advisors can update the meeting length when they go to set up their appointments.
Meeting Location: The options for the default meeting location are Advisor's Office and Advisor's Choice.
Automatically Provided Meeting Instructions: Enter up to 1000 characters for a brief overview of the meeting, or provide instructions to appear to advisors and advisees. For example, enter a reminder for students to bring their course catalog to the meeting.
Tip
Advisors can tailor this information when they go to set up their appointments.
Appointment Buffer: This requires advisors to build extra appointments so that advisees have enough choices for appointment blocks. For example, if you set the buffer at 50%, then advisors with 10 advisees must create at least 15 appointment blocks.
Select a percentage. (The options are multiples of 10%.)
Minimum Meeting Length: Select a minimum meeting length from the drop-down. When advisors set up the meeting slots, only the minimum and above are available. These are the options:
30 minutes
1 hour
1 hour, 30 minutes
2 hours
From any page in the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Advisee Meetings.
To edit any setting, click the setting. An Edit icon shows that it's editable.
Click Meeting Location, select a default location from the drop-down, and click Save.
For Automatically Provided Meeting Instructions field, enter up to 1000 characters, and click Save.
From the Appointment Buffer drop-down list, select the percentage of additional meeting time slots (beyond the number of advisees) that an advisor should make available for advisees, and click Save.
Tip
Requiring additional meeting time slots ensures there enough convenient appointments available for advisees.
From the Minimum Meeting Length drop-down, select an option, and click Save.
Yes, the meeting location, general instructions, and length of time apply to all advisors; however, they can tailor these configurations when they set up their appointments.
For the Appointment Buffer, the percentage applies to all advisors, but the number of required appointments varies according to the number of advisees they have.
Yes, when advisors go to cast their appointment blocks, they can update the meeting location or the meeting instructions. The location and meeting instruction settings are intended to save advisors time from reentering what is commonly similar information.
Advising Worksheet Settings
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use these settings to control how information is displayed on the Advising Worksheet report.
Tip
The Advising Worksheet report is run from an advisor's Manage Advisees page in the Advising Administration hub.
Display cumulative courses summarized in the Free Electives or Admin bucket
This is an On/Off switch.
It determines how cumulative courses (such as a choir course that a student can take each term) can appear on the report.
On: a single summary row with the total hours or counts combined
Off: individually, with a row for each instance of the course
Number of AV meeting notes to display on the Advising Worksheet report
These are past meeting notes.
Enter a number, 0–99.
The count starts with the most recent notes, so if you select 20, for example, then the 20 most recent notes appear. The most recent appears first.
Number of AV Notepad notes to display on the Advising Worksheet report
Enter a number, 0–99.
The count starts with the most recent notes, so if you select 20, for example, then the 20 most recent notes appear. The most recent appears first.
Default Advising Worksheet
Jenzabar provides the r_advising_worksheet layout as the default. If your school has a customized layout, you can enter it here to make it the default.
This version of the Advising Worksheet report is what appears in J1 Web. Users can access it from a student's Summary page, the Manage Advisees page, and the Student Aims page.
Note
To view or designate the Advising Worksheet layout that appears in the Campus Portal, use the UI Configuration window in Desktop. Select the Category Name: Advising.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Advising Worksheet.
View or edit each of the settings. Your changes are saved automatically.
Display cumulative courses summarized in the Free Electives or Admin bucket: Click the button to select On or Off.
Number of AV meeting notes to display on the Advising Worksheet report: Enter a number from 0 to 99.
Number of AV Notepad notes to display on the Advising Worksheet report: Enter a number from 0 to 99.
Default Advising Worksheet: If want to use a different default layout, enter the layout name. This is the layout that appears in J1 Web.
Note
To view or designate the Advising Worksheet layout that appears in the Campus Portal, use the UI Configuration window in Desktop. Select the Category Name: Advising.
Automated Communications Settings
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use these settings to determine whether your advisors and advisees receive automated J1 Web Advising notifications, To Dos, and email messages.
While your school is setting up and testing J1 Web Advising, set these settings to Off. That way, advisors and students don't receive test messages. Once your school is set up and ready to fully implement J1 Web Advising, turn the settings to On. This will keep advisors and students informed about key milestones and information impacting advising cycles and appointment, registration, etc.
When a Students is On, students receive automated email messages related to advising cycles such as when to accept an advising appointment, registration approval/clearance, and advising meetings.
Note
These settings impact only automated communications in J1 Web Advising. Even when the settings are Off, Advisors and students still receive notifications, To Dos, and email messages from other users entered manually and system messages from other modules.
When Advisors is On, advisors receive system notifications, To Dos, or email messages related to advising cycles milestones, Retention Management System (RMS) notifications for students, students needing registration approval/clearance, publishing academic plans, and advising appointments.
Note
Advisors will still be notified if their advising student has an invalid email address even when the Advisors setting is Off.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Automated Communications.
To change the setting for Students or Advisors, click its On/Off switch. Your changes are saved automatically.
Yes, advisors can still use all of the J1 Web Advising features they have permission to, but they lose the benefit of important process reminders and notifications that can impact registration.
Yes, these settings affect only J1 Web Advising system communications. Advisors will still receive system notifications, To Dos, or email messages from other hubs.
When you are first setting up J1 Web Advising and testing the various features. This ensures students and advisors don't receive test or invalid messages.
When you have finished setting up J1 Web Advising and are ready for advisors and students to use it. Once it is enabled, students will receive automated system emails related to advising cycles such as when to accept an advising appointment, registration approval/clearance, and advising meetings. Advisors will receive system notifications, To Dos, or email messages related to advising cycles milestones, Retention Management System (RMS) notifications for students, students needing registration approval/clearance, publishing academic plans, and advising appointments.
Yes, unlike academic planning, this feature can be turned on and off as needed. Turning off automated communications means advisors will miss system notifications, To Dos, or email messages and students will miss email messages related to key advising processes and milestones.
These settings apply to all J1 Web Advising users in an Advisor role and to any advisees assigned to them.
Automatically Update Advising from Registration (Settings)
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use this setting to allow changes in Registration information to update information in Advising automatically.
This is an On/Off switch.
On: When a student's degree information changes in Registration (Student Information Details page, Program tab), then the student's aims are automatically updated in Advising.
Off: Advising information is not automatically updated when information changes on the Student Information Details page, Program tab.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Automatically Update Advising from Registration.
Click the button to select On or Off. Your changes are saved automatically.
Calculate GPA for Major, Minor, Concentration, Certification (Settings)
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use this setting to opt in or out of the Program GPA Profiles feature.
This is an On/Off switch.
On: Each time a student's major, minor, concentration, or certification is assigned or modified in the Registration module (Student Information Details page, Program tab), a corresponding Program GPA Profile is added to the student in the Advising module (Program GPA Profiles page).
Off: Advising information is not automatically updated when information changes on the Student Information Details page, Program tab.
Tip
This feature depends on your school having a robust Advising Requirement (ARC) table and Advising trees. Keep this turned Off until your ARC table is ready.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Calculate GPA for Major, Minor, Concentration, Certification.
Click the button to select On or Off. Your changes are saved automatically.
Compute Student Progress (Settings)
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use these settings to control how requirements are processed in the Compute Student Progress (Advising Recalc) procedure.
Show only courses that match the student's current division
This is an On/Off switch.
On: Only courses in the student's current division are applied to the student's aims. Courses the student takes in other divisions, even if they meet requirements for the student's program, aren't applied.
Off: All courses the student takes in all divisions are applied to the student's aims.
Place forgiven course work in the Admin bucket
On: Forgiven courses are applied to the #ADMN aim. Their hours are not counted toward graduation.
Off: Forgiven courses are ignored and aren't placed in the #ADMN aim.
Place forgiven course work in the Free Elective bucket
On: Forgiven courses are applied to the *FREE aim, and they count as elective hours earned.
Off: Forgiven courses are ignored and don't appear in advising trees or reports.
Tip
If your school doesn't track free electives, select Off.
Exclude these credit types from free electives: Courses with the selected credit types won't be applied to the *FREE aim. You can select more than one from the drop-down.
Exclude these transcript divisions from free electives: Courses in the selected divisions won't be applied to the *FREE aim. You can select more than one from the drop-down.
Exclude these advising requirement types from free electives: Courses with the selected advising requirement types won't be applied to the *FREE aim. You can select more than one from the drop-down.
Apply unsatisfactory course to requirement until forgiven:
On: Courses that received unsatisfactory grades appear in the requirements tree. If the student repeats the course and earns a satisfactory grade, the forgiven course can go to the *FREE or #ADMN bucket, depending on other settings.
Off: Courses that received unsatisfactory grades fall to the *FREE bucket if it's set up.
Close requirements when met
On: The Compute Student Progress process automatically closes fulfilled requirements, marking them as met. This feature is also called "When MET then MET", especially in Desktop.
Tip
This setting is very important. It affects the Reuse and Priority features that control double-counting when a course satisfies multiple requirements. For example, when this setting is On, and a student completes a course that satisfies a requirement that's already met, the system skips that requirement and moves to the next priority. See the Reuse and Priority in Advising Trees topic.
Off: Requirements are not closed automatically.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Compute Student Progress (Advising Recalc).
Click the options to edit them. For options that don't have a Save button, your changes are saved automatically.
Show only courses that match the student's current division: Click the button to switch between On and Off.
Place forgiven course work in the Admin bucket: Click the button to switch between On and Off.
Place forgiven course work in the Free Elective bucket: Click the button to switch between On and Off.
Exclude these credit types from free electives: Select one or more credit types from the drop-down if you want to exclude them. Click Save.
Exclude these transcript divisions from free electives: Select one or more transcript divisions from the drop-down if you want to exclude them. Click Save.
Exclude these advising requirement types from free electives: Select one or more advising requirement types from the drop-down if you want to exclude them. Click Save.
Apply unsatisfactory course to requirement until forgiven: Click the button to switch between On and Off. Click Save.
Close requirements when met: Click the button to switch between On and Off.
Set the frequency on the Student Progress block which is found on the Advising Administration summary page.
FERPA (Advising Settings)
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use this setting to make a PDF copy of the Federal Education Rights and Privacy Act (FERPA) available within the Academic Advising hub and designate an on-campus FERPA contact.
Note
Only PDF files under 4MB can be uploaded.
On the Advising Administration hub, click the Hub options drop-down.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Scroll down or click the anchor link to the FERPA section.
Click the FERPA Specialist Edit icon
.Start typing the name of the on-campus FERPA contact and select the appropriate person from the automatic list that appears.
Tip
If your school already has selected a FERPA Specialist and you are designating someone else to serve in this role, you must first remove the existing specialist. To remove the existing specialist, click the x icon next to their name.
Click the Save button.
On the Advising Administration hub, click the Hub options drop-down.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Scroll down or click the anchor link to the FERPA section.
Click the FERPA Policy Choose file button. Your file explorer appears.
Browse to the location where the FERPA PDF file is located and select it.
Click the Open button. The Open window closes and the PDF file appears.
The Family Educational Rights and Privacy Act (FERPA) is a federal law that gives parents the right to access their children’s education records and have some control over the disclosure of personally identifiable information from the education records. When a student turns 18 years old or enters a post-secondary institution, the rights under FERPA transfer from the parents to the student. For more information about FERPA, visit the US Department of Education FERPA page.
No, only PDF formats can be uploaded. Save a copy of your policy as a PDF and then upload it.
Note
Only file sizes up to 4MB can be uploaded.
This setting is not required. If there is no FERPA specialist at your school, you can leave it blank.
To select someone as your campus FERPA specialist, they must be an active J1 Web user. You can verify they are an active J1 Web user on the J1 Desktop Users window (Active J1 Web Login checkbox).
Additional Resources
Jenzabar Retention Early Alerts and Follow-Ups Settings
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
If your school is licensed to use Jenzabar Retention (RMS), you can use these settings to determine if advisors will be notified when a student is identified as at risk and if follow-up To Dos will be automatically created.
Benefits
Early retention information helps advisors identify and reach out to those advising students who may need more involvement to successfully complete their path to graduation.
J1 Web notifications, email messages, and To Dos provide an archived audit trail of contact with other advisors and the advising student.
J1 Web notifications, notes, and comments are secure and ensure FERPA requirements aren't violated.
Prerequisites
In order to receive Jenzabar Retention alerts:
Your school must be licensed for and using Jenzabar Retention.
Jenzabar Retention must be configured to notify advisors (From Jenzabar Retention, access the Main Screen, Configuration, Email Notification Configuration page, the Student's Advisors settings).
J1 Web must be configured to access the Jenzabar Retention URL. (See the System Administration hub, System Settings page, Product Installs settings.)
Your Advisors must belong to a J1 Web role that is able to review retention score information (System Administration, Systems Roles and Edit Role pages).
On the Advising Administration hub, click the Hub options drop-down.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Scroll down or click the anchor link to the Jenzabar Retention Early Alerts & Follow-Ups section.
To allow advisors to receive a J1 Web notification message notifying them about an advisee that has a RMS early alert, slide the Display Early Alerts as Messages option to Yes.
From the Create Follow-Ups as options, select Messages or To Dos.
If you select Messages, advisors will receive a J1 Web notification when an early alert is created in Jenzabar Retention.
If you select To Dos, advisors will be assigned a J1 Web To Do when an early alert is created in Jenzabar Retention.
From the Advising Administration Hub options drop-down list, select Manage advising settings. The General Settings page appears.
Access the Jenzabar Retention Early Alerts & Follow-Ups section.
To disable advisors from receiving a J1 Web message notifying them about an advisee with an RMS early alert, slide the Display Early Alerts as Messages option to No.
From the Create Follow-Ups as options, select nothing. Advisors will not receive J1 Web notifications or be assigned To Dos when early alerts are created for a student in Jenzabar Retention.
Early alerts are notifications that come from Jenzabar Retention to let advisors and faculty know a student is struggling to manage their class load or is missing classes. You can optionally include a follow-up alert to remind the advisor to check back in with the student. The follow-up may be sent as a notification or To Do.
Student Academic Planning Settings
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The Academic Planning settings allow Advising Administrators to map out the requirements needed to meet specific programs offered at your school. This feature works with Advising Trees and the Degree/Aim Cross-Reference process to help advisors project future course schedules, organize and plan curricula, and track a student's progress to ensure they are meeting the program requirements.
Warning
Once Academic Planning is activated, it can't be disabled. If you activate it and then opt to not use it, the workflow in J1 Web, Desktop, and Campus Portal will be impacted.
Determine which courses a student needs to take, and plan when they'll meet the requirements for their selected major, minor, concentration, or certification.
Consistently monitor a student's progress to help complete their intended field of study on time.
Easily update course selections and when they are taken if requisites change or the student doesn't pass a course.
Quickly figure out what a student needs to take if they change their field of study.
Impacts
When Academic Planning is activated, the following features are impacted:
J1 Desktop Institutional Requirement Trees window
J1 Desktop Degree/Cross Reference window
J1 Web Advising Administration hub
Advising Trees page
Degree/Aim Cross-Reference page
Academic Plans block is activated and available.
Program Planning block is activated and available.
Overview block displays Academic Plans and Programs information.
The Copy Trees option is available on the Advising Trees page. (It opens the Copy Program Requirements page.)
Academic Advising hub
The My Advisee Roster page gives enrollment information, such as students registered, needing clearance, or needing course approval.
Registration Approval block has more information.
Registration Clearance block has more information.
Student's Academic Plan page has more information.
Academic Planning
Off means plans can't be created.
Setup allows Advising Administrators to build plans without making them available to advisors and students. Advising Administrators can build plans, share them with others, update them appropriately based on feedback, and designate them as ready to be published, but they cannot publish them. This ensures that plans are not associated with students and advisors cannot access them until they are ready. Once your school is confident the plans are ready, you can switch Academic Planning to On.
On allows Advising Administrators to build plans and proceed with publishing them to make them available to advisors and students. Advising Administrators can build plans, share them with others, update them appropriately based on feedback, designate them as ready to be published, and publish them.
Approval Process is an On/Off switch that's available only if Academic Planning is set to On. This allows students to view their plans in the Campus Portal.
Off: Students can't view their plans in the Campus Portal.
On: Students can view their plans in the Campus Portal. (And, after you configure the approval process below, students will be able to edit their plans in the Campus Portal.)
If on, configure by: These are the options:
Web group: Also called Web Registration Group, Tel/Web Group, and Registration Control Group. These are defined on the Web Registration Group Definitions page.
Program: Also called Major. These are defined on the Major / Minor Definitions window.
Configure now: This link sends you to the Manage Approvals by Web Group page (if Web group is selected) or the Manage Approvals by Program page (if Program is selected).
From there, you can select approval options for each group or program. These are the options:
Student can make changes with approval
Student can make changes without approval
Student cannot make changes
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Student Academic Planning.
Select Setup or On. An activation confirmation notification window appears.
Note
Use the information below to determine if your school wants to use Setup mode or On mode.
Setup allows Advising Administrators to build plans without making them available to advisors and students. Advising Administrators can build plans, share them with others, update them appropriately based on feedback, and designate them as ready to be published, but they cannot publish them. This ensures plans are not associated with students and advisors cannot access them until they are ready. Once your school is confident the plans are ready, you can switch Academic Planning to On.
On allows Advising Administrators to build plans and proceed with publishing them to make them available to advisors and students. Advising Administrators can build plans, share them with others, update them appropriately based on feedback, designate them as ready to be published, and publish them.
To proceed with activating Academic Planning, click Yes, activate. Several things happen:
Academic Plans and Program Planning blocks are available to Advising Administrators with the appropriate permissions.
Copy program requirements feature and option is available from Hub options drop-down to Advising Administrators with the appropriate permissions.
View plan link from Programs page Options button is available to Advising Administrators with the appropriate permissions.
Advisors can work with their advisees' academic plans from the Student page, Academic Plan option.
Advisors can review planning information as it impacts Registration Approval and Registration Clearance from the appropriate blocks, the advisee roster, and the Student page.
Warning
Once Academic Planning is activated, it cannot be disabled! If you activate it and then opt to not use it, the workflow in J1 Web, Desktop, and Campus Portal will be impacted.
Setup | On | |
|---|---|---|
Create draft plans |
|
|
Share draft plans |
|
|
Update draft plan layouts |
|
|
Designate plans as “ready to publish” |
|
|
Copy plans |
|
|
Publish plans |
| |
Allow advisors to use plans with their students |
|
Use Approval Track for Alterations (Settings)
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use this setting to opt in or out of approving and tracking alterations for students' requirements. Advisors approve and track alterations on the Student Advising Alterations page.
The setting is an On/Off switch.
On: Requirements with unapproved alterations are marked in lists and reports.
Off: Requirements with unapproved alterations are not marked.
From the Advising Administration hub, click Hub options.
Select Settings and Roles and then Settings. The Advising Settings page opens.
Click the anchor link or scroll down to Use Approval Track for Alterations.
To change the setting, click the On/Off switch. Your change is automatically saved.