Enrollment Settings
Enrollment settings span a wide range of configurations. In Desktop they're found on the Registration Configuration and Configuration Table tabs of the Registration Configuration window.
Tip
Because the settings may have an impact on many users and records, most settings have instructions and reminders on the settings page and a Learn more link for more information. Most settings have an Edit this section button to allow you to make and save changes safely.
Warning
Changes to registration settings can impact current and historical student records and other important information. Before making changes, make sure you have a consensus of stakeholders, and make sure you have data backed up. Experiment with a play database before making changes in your live database.
Settings on the Page
Default Current Year / Term Settings
Use this setting to select a year/term the system uses as the default current year/term. Change this setting each term.
Tip
When you change the default year/term, communicate it well. That way, people running reports that use the default year/term won't be confused by the results they get.
Desktop Location
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
The Default Current Year / Term settings are at the top of the page.
To edit, click the Edit this section button.
Click the Remove icon
on the year/term.Select a year/term from the list. (You can begin typing to narrow the list.)
To cancel your changes without saving, click the Cancel button. Otherwise, click the Save this section button.
Internal Registration Reports Settings
These settings control options such as who to include in the reports and whether to use students' preferred name.
Section and Grade Reports
Choose options by selecting any of these checkboxes.
Include waitlisted students
Include students with holds
Use preferred name rather than first name
Schedule
Choose an option by selecting a checkbox.
Include waitlisted courses
Database Locations
The information is stored in the Registration Configuration table (reg_config).
Field | Database Location | Report |
|---|---|---|
Include waitlisted students | reg_config.clas_lst_incl_wlst | Section and Grade |
Include students with holds | reg_config.clas_lst_incl_hold | Section and Grade |
Use preferred name rather than first name | reg_config.clas_lst_sho_prfnm | Section and Grade |
Include waitlisted courses | reg_config.show_wlst_on_sched | Schedule |
Desktop Location
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab in the Class/Grade Lists and Schedule sections.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Internal Registration Reports section.
To edit, click the Edit this section button.
Select and/or deselect checkboxes.
To cancel your changes without saving, click the Cancel button. Otherwise, click the Save this section button.
Messages for Reports Settings in Registration
Use these settings to write default messages that appear on Schedule reports, Section List reports, and Grade List reports.
The three fields—Student Schedules Report Message, Section List Report Message, andGrade List Report Message—are free text fields. You can enter up to 255 characters in each field. The messages appear on the respective reports, which users run from the Registration Reporting and Processes hub.
On each of those reports pages, users can temporarily edit the text. The edited text appears on reports they generate while they have the page open, but the edits aren't saved when they close the page. The next time they or someone else opens the report page, the default text from this Enrollment Settings page appears.
The information is stored on the Registration Configuration table (reg_config).
Label | Database Location |
|---|---|
Student Schedules Report Message | reg_config.sched_msg |
Section List Report Message | reg_config.class_list_msg |
Grade List Report Message | reg_config.grade_list_msg |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab, Messages group.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Messages for Reports section.
To edit, click the Edit this section button.
Enter a message in any or all of the 3 fields.
To cancel your changes without saving, click the Cancel button. Otherwise, click the Save this section button.
Miscellaneous Settings in Registration
Use these settings for a wide variety of options.
Create grade-maintenance audit: When this checkbox is selected, an audit record is created in the Grade Maintenance History table any time a change is made to a student's grade. This is especially helpful for tracking Scholarship GPA.
Include dropped courses on Student Inquiry table: When this checkbox is selected, dropped courses appear on the Courses tab of the Student Inquiry window in Desktop. Otherwise, only those courses with a status of Current, History, Preregistered, or Waitlisted appear.
Academic credit varies by division: When this checkbox is selected, the system allows you to set up different credit systems for your different divisions on the Division Definitions page. The credits can have different labels and different point ratios.
Allow census-date changes on course sections: When this checkbox is selected, users who have permission can change the census date of individual course sections on the Manage Section Details page, Schedule tab.
Default Grade Scale: The selected grade scale appears as the default when a new catalog course is created. The values are defined on the Grade Scale Definitions page.
Residence for In-Area or In-State: The residence codes can be used to select the area or state that will be identified as the in-state classification for your institution. This selection will then be validated against the Student Master table to determine the number of in-state and out-of-state students. The codes are defined on the Maintain Table Values page. Choose the Column Nam of resid_cde. The codes are stored on the Table Details table (table_details).
Full-Time-Equivalent Divisor: This is the number of hours your institution determines represents annual attendance hours for a full-time student. The default is 510. You can use up to 3 digits and up to 2 decimal places. The field is used for state reporting.
Make use of NSC functionality: When this checkbox is selected, NSC menu items appear in the Registration module. Otherwise, they're hidden.
Report All NSC Columns: This checkbox is selected by default when Make use of NSC functionality is selected. See the Database Locations table below for which information is reported to NSC.
Caution
If you deselect this checkbox, that information is not reported to NSC. Your students will not be able to use the Student Self-Service option, and Student Tracker will not be available to you.
Perform cross-table student information updates: If this checkbox is selected, then whenever a student's Entrance Year and Term is updated in Student Information, the system prompts the user to update the Entrance Year and Term in Student Division and Degree History, too.
At registration, notify the user if the course doesn't contribute to the student's program: When this checkbox is selected, this notifies faculty and staff users (in J1 Web) and student users (on the Campus Portal) when a student's registration doesn't contribute to their program. This feature doesn't block the registration; however, there are some optional levels of restrictions in academic plans that can be assigned to block registration of courses that don't contribute to the plan.
Automatically create empty records in the Student Term table: Unselected by default.
Selected: Whenever a student first registers for one or more courses in a term, an empty record is created in the table for that student's term (if a record doesn't already exist). It doesn't copy any information from a previous term; it merely creates an empty row. This can be useful for features such as registration agreements and partial transcripts (withholding a term from a transcript because of a transcript hold).
Tip
For more information on partial transcripts, see the Partial Transcripts topic.
Unselected: No Student Term table record is automatically created when a student first registers for one or more courses in a term. Instead, you can copy a previous term's records to the new term, or you can manually create records.
The information is stored in the Registration Configuration table.
Field | Database Location |
|---|---|
Create grade-maintenance audit | reg_config.lod_gra_maint_hst |
Include dropped courses on Student Inquiry table | reg_config.dsp_drop_on_inq |
Academic credit varies by division | reg_config.acad_credit_varies |
Allow census-date changes on course sections | reg_config.cens_dte_chg_alow |
Default Grade Scale | reg_config.grd_scal_cde_dflt Options come from grade_scale_def ordered by grade_scale_cde |
Residence for In-Area or In-State | reg_config.resid_cde_in_area Options come from TD_RESID_CDE_VIEW |
Full-Time-Equivalent Divisor | reg_config.fte_divisor |
Make use of NSC functionality | reg_config.updte_nslc_funct |
Report all NSC columns | reg_config.nsc_report_all |
Perform cross-table student information updates | reg_config.do_cross_std_updtes |
At registration, notify the user if the course doesn't contribute to the student's program | comes from CONFIGURATION_TABL.config_value where MOD_CDE = 'RE' and FUNCT_CDE = 'reg_ctrls' and CHAR_CDE = 'check_program' |
Automatically create empty records in the Student Term table | Found across these tables: Setting, settingValue, SettingValueFree |
Target Table.Column | Source Table.Column or Process |
|---|---|
NSL_CIP_CDE_1 | MAJOR_MINOR_DEF.CIP_CDE |
NSL_CIP_CDE_2 | MAJOR_MINOR_DEF.CIP_CDE |
NSL_MAJOR_1_DESC | MAJOR_MINOR_DEF.MAJOR_MINOR_DESC |
NSL_MAJOR_2_DESC | MAJOR_MINOR_DEF.MAJOR_MINOR_DESC |
NSL_CLASS_CDE | MAJOR_MINOR_DEF.MAJOR_MINOR_DESC |
NSL_CLASS_CDE | Rules Based Update |
NSL_FIRST_FULL_TIME | This value is calculated only when the school decides to report all NSC columns and is based on STUDENT_MASTER table, STUDENT_DIVISION_MASTER table, or Cohort as selected on the First Time prompt. If Cohort is selected as the criteria, then the actual Cohort Code is also selected for later comparison. The default value is N. |
NSL_DEGREE_SEEKING | DEGREE_HISTORY.NON_DEGREE_SEEKIN |
NSL_CEEBACT_CDE | ORG_MASTER_ORG_CDE.ORG_CDE |
NSL_GENDER | BIOGRAPH_MASTER.GENDER |
NSL_ETHNIC_RACE | NSLC_STUDENT_MAST.NSL_ETHNIC_RACE |
NSL_STATE_STUDENT_ID | ALTERNATE_IDENTIFIER.IDENTIFIER |
NSL_EMAIL | NameMaster.EMAIL_ADDRESS |
NSL_GOOD_STUDENT | Rules Based Update |
NSL_MIDDLE_NAME | NameMaster.MIDDLE_NAME |
NSL_CITIZENSHIP_FLAG | NSLC_TRANS_HISTORY.NSL_CITIZENSHIP_FLAG |
NSL_PHONE_TYPE | NSLC_TRANS_HISTORY.NSL_STUD_PHONE_TYPE_DEF_APPID |
NSL_COUNTRY_CODE | NSLC_TRANS_HISTORY.COUNTRY_APPID |
NSL_STUDENT_PHONE_NUMBER | NSLC_TRANS_HISTORY.NSL_STUD_PHONE_NUMBER |
NSL_PREFERRED_PHONE_NUMBER | NSLC_TRANS_HISTORY.NSL_STUD_PREFERRED_PHONE_NUM |
Desktop Location
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab.
Note
The Automatically create empty records in the Student Term table setting is not in Desktop.
The permission needed is "Can manage enrollment settings". It's available in the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Miscellaneous section.
To edit, click the Edit this section button.
Select or deselect checkboxes, make selections in the drop-downs, and/or enter a number in the Full-Time-Equivalent Divisor field.
To cancel your changes without saving, click the Cancel button. Otherwise, click the Save this section button.
Course Component Definition Settings
Use these settings to determine your school's course component format, including the edit mask for the components. You can also select formats for textbook listings and options for
distance education,
grade notes,
scholarship GPA, and
Competency Based Education (CBE).
Number: The number of the component, 1–6. You don't need to use all six components.
Description: The component's description, such as Department, Course Number, Section, Lab, Unused, etc.
Length: How many characters the component uses in the course code
Validate: If this checkbox is selected, the software makes sure new catalog courses and course sections use components that are already defined. If unselected, the software doesn't check this. (Allow Empty can't be selected for a component where Validate is unselected.)
Tip
Many schools validate Department so that they're consistent. The code for English is always ENGL, for example, and not sometimes ENG or ENLT. Most schools don't validate Course Number or Section because they would have to define each number individually, and it doesn't seem necessary.
Allow Empty: If this checkbox is selected, the component is allowed to be empty. This checkbox can't be selected if the component has Validate unselected.
The edit mask determines how the course code appears on transcripts and reports. The mask can be up to 35 characters long, consisting of the @ symbol repeated as many times as you need. As an option, you can separate the components with hyphens, forward slashes, periods, or letter spaces.
If Component 1 is Department and 4 characters long, you'd enter @@@@ in your edit mask. You might then use a separator such as a hyphen, and enter @@@ for Component 2, the Course Number.
The table below shows several ways to use edit masks to represent two sections: Biology 200 01 and Biology 200 01 Lab.
Edit Mask | Lecture Result | Lab Result | Comment |
|---|---|---|---|
@@@@-@@@-@@-@ | BIOL-200-01- | BIOL-200-01-L | A hyphen separates each component. |
@@@@-@@@/@@/@ | BIOL-200/01. | BIOL-200/01.L | A hyphen separates Department and Course. A slash was separates Course and Section. A period separates Section and Lab. |
@@@@@@@.@@ @ | BIOL200.01 | BIOL200.01 L | There's no separator between Department and Course. A period separates Course and Section, and a letter space separates Section and Lab. Note: You can't use a letter space between Department and Course. |
Each field must have a number from 1 to 4.
Each field must have a number from 1 to 4.
Select this checkbox to make transfer courses conform to your edit mask on reports and transcripts. Leave it unselected to keep transfer courses in the format of their original institutions.
This is where you set how many course-code components to use in various contexts.
Courses: Typically, courses use only 2 components—Department and Number.
Sections: Typically, sections use all the components your school uses. This is important for identifying corequisites such as labs.
Textbooks: If all sections of a course use the same textbooks, we recommend you set the this number to match the Courses number—typically 2. But if the various sections of a course may use different textbooks, perhaps because they have different instructors, we recommend setting this to match the Sections number.
Majors: Majors use only 2 components—Department and Number.
You can select a format option for descriptions that appear on the Manage Catalog Courses and Manage Sections pages. (These descriptions do not appear on the Campus Portal.)
Text Format: Description appear in plain text.
HTML: Description uses your site's formatting.
Description format: You can select a format option for descriptions that appear on the Manage Catalog Courses and Manage Sections pages.
Text Format: Description appear in plain text.
HTML: Description uses your site's formatting.
Print booklists on student schedules: Allows the option of printing textbook lists on the Student Schedules Report in J1 Web
Allow textbook entry on faculty course controls: Allows users on the Faculty Course Control feature in the Campus Portal to enter textbooks on their courses.
Set Distance Education default to Yes: When this checkbox is selected, then Distance Education is set to Yes by default when catalog courses and course sections are created. You can always set Distance Education to No on individual courses and sections on their Manage Course Details or Manage Section Details page.
Tip
If most of your institution's courses are distance courses, select this checkbox. If not, leave it unselected.
Select either the current year/term or the most recently completed year/term as what determines part-time/full-time status.
Select an option to display grade notes in Desktop, the Campus Portal, or both.
Select the checkbox to enable Scholarship GPA features.
Note
Requires the Scholarship GPA license
Select the checkbox to enable competency-based education features.
Note
Requires the Competency Based Education license
The components are stored in the Registration Configuration table (reg_config).
Field | Database Location |
|---|---|
Description | reg_config.crs_comp_x_desc [where x is the row number] |
Length | reg_config.crs_comp_x_len [where x is the row number] |
Validate | reg_config.validate_comp_x [where x is the row number] |
Allow Empty | reg_config.allow_empty_crs_comp_x where x is the row number |
Edit Mask | reg_config.crs_key_edit_word |
Department | reg_config.dept_comp |
Number | reg_config.crs_num_comp |
Section | reg_config.sect_comp |
Lab | reg_config.lab_comp |
Course Security Components (textbox 1) | reg_config.security_comp_1 |
Course Security Components (textbox 2) | reg_config.security_comp_2 |
Components to use: Courses | reg_config.cat_use_comp_1 reg_config.cat_use_comp_2 reg_config.cat_use_comp_3 reg_config.cat_use_comp_4 reg_config.cat_use_comp_5 reg_config.cat_use_comp_6 |
Components to use: Sections | reg_config.sect_use_comp_1 reg_config.sect_use_comp_2 reg_config.sect_use_comp_3 reg_config.sect_use_comp_4 reg_config.sect_use_comp_5 reg_config.sect_use_comp_6 |
Components to use: Textbooks | reg_config.txtbk_use_comp_1 reg_config.txtbk_use_comp_2 reg_config.txtbk_use_comp_3 reg_config.txtbk_use_comp_4 reg_config.txtbk_use_comp_5 reg_config.txtbk_use_comp_6 |
Components to use: Majors | reg_config.major_use_comp_1 reg_config.major_use_comp_2 reg_config.major_use_comp_3 reg_config.major_use_comp_4 reg_config.major_use_comp_5 reg_config.major_use_comp_6 |
Text format for catalog courses and course sections | reg_config.catalog_course_text_format |
[Textbook] Description Format | reg_config.textbook_desc_format |
Allow textbook entry on faculty course controls | reg_config.textbook_faculty_add |
Set Distance Education default to Yes | reg_config.distance_ed_default |
Part Time / Full Time Status on Student Information Pages (Student Master table) | reg_config.ptft_sm_last_cur |
Grade Notes | reg_config.future_use |
Enable Scholarship GPA features | reg_config.special_gpa |
Enable Competency Based Education | comes from settings, internalname = usecbe |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Course Component Definition section.
To edit the settings, click the Edit this section button.
Make your edits. As with all registration settings, use caution if there are already student records. Don't make changes that could destroy or damage student records. If necessary, experiment in a play database first.
To cancel your changes without saving, click the Cancel button. Otherwise, click the Save this section button.
Registration Controls Settings
These settings are for third-party billing, part-time/full-time status, and codes for days of the week.
Third-party billing basis: You can select either Course or Student.
Calculate PT / FT using only current student division: When this checkbox is selected, the system counts only courses in the student's current division in the part-time/full-time calculation.
Note
The current-division calculation is reflected in these locations:
Student Information Details page, Enrollment tab (Student Master table [student_master])
Student Information Details page, Summaries tab, Term view (Student Term Summary table [student_term_sum])
However, on the Student Information Details page, Summaries tab, Division view (Student Term Summary by Division table [stud_term_sum_div]), all of a student's hours in all divisions are counted.
Tip
You may need to revisit this setting if your institution adds or removes a division.
Use Rules Based Update instead of PT / FT definitions: When this checkbox is selected, the system uses Rules Based Update to calculate students' part-time/full-time status instead of calculating from values on the Part-Time / Full-Time Definitions page.
Caution
Before you select this checkbox, make sure you define rules for PFD and PFS in the Update Definition window in Desktop so that the part-time/full-time calculations work.
Use Rules Based Update instead of NSC PT /FT definitions: When this checkbox is selected, the system uses Rules Based Update to calculate students' National Student Clearinghouse (NSC) part-time/full-time status instead of calculating from values on the NSC Part-Time / Full-Time Definitions page.
Caution
Before you select this checkbox, make sure you define rules for PFN in the Update Definition window in Desktop so that the NSC part-time/full-time calculations work.
Days of the Week: A unique, single-character code. These are used in schedules for students, instructors, and course sections.
The information is stored on the Registration Configuration table.
Label | Database Location |
|---|---|
Third-party billing basis | reg_config.third_party_dflt |
Calculate PT / FT using only current student division | reg_config.lmt_ptft_hrsto_div |
Use Rules Based Update instead of PT / FT definitions | reg_config.pt_ft_use_rbu |
Use Rules Based Update instead NSC PT / FT definitions | reg_config.nsc_pt_ft_use_rbu |
Monday | reg_config.monday_code |
Tuesday | reg_config.tuesday_code |
Wednesday | reg_config.wednesday_code |
Thursday | reg_config.thursday_code |
Friday | reg_config.friday_code |
Saturday | reg_config.saturday_code |
Sunday | reg_config.sunday_code |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Registration Controls section.
To edit, click the Edit this section button.
In Third-party billing basis, select either Course or Student. If one is already selected, click the Remove icon, and then select the other.
Select or deselect the checkboxes.
For Days of the Week, make sure each day has a unique, single-character code.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Open Enrollment Defaults Settings
Use these settings to turn open enrollment and open exit on or off, and to control the options for both.
Use open entry: When this checkbox is selected, catalog courses and course sections can be designated as available for open entry.
Use open / early exit: When this checkbox is selected, catalog courses and course sections can be designated as available for open / early exit.
Note
This checkbox is available only if Use open entry is selected.
Default number of calendar days an Open Enrollment course can be registered before the end of the term: Valid numbers are 0 to 999. The number can be adjusted for individual courses and sections and for an individual student section record.
Default maximum number of calendar days a student has to complete an Open Enrollment course: Valid numbers are 0 to 999. The number can be adjusted for individual courses and sections and for an individual student section record.
Set open enrollment course start dates: The radio buttons represent options to set the default open enrollment start date to a specific day after the student registers. This can be adjusted for individual courses and sections and for an individual student section record.
After the student registers, the first of this day of the week (a drop-down to select a day of the week)
The next day after registration
The next business day after registration
The information is stored in here in the settings.
Label | Database Location |
|---|---|
Use open entry | settings, internalname = 'UseOpenEntry' |
Use open / early exit | settings, internalname = 'UseOpenExit' |
Default number of calendar days an Open Enrollment course can be registered before the end of the term | settings, internalname = 'NumberOfCalendarDays' |
Default maximum number of calendar days a student has to complete an Open Enrollment course | settings, internalname = 'MaxTimeAllowed' |
Set open enrollment course start dates [and radio button group] | settings, InternalName = 'SpecialScheduling' |
[Day of the Week selection drop-down] | settings, InternalName = 'OpenEnrollmentStartDayOfWeek' |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Open Enrollment Defaults section.
To edit, click the Edit this section button, and make your edits.
Select or deselect the checkboxes to turn on or off open entry and open / early exit.
Edit the default selections.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Prerequisite, Corequisite, and Prohibited Course Settings
Use these settings to control various aspects of prerequisites, corequisites, and prohibited courses.
Include in-progress courses in prerequisite / corequisite / prohibited checking: When this checkbox is selected, the registration process checks not only completed courses but in-progress courses on the Student Course History table to determine if a prerequisite/corequisite/prohibited requirement is met.
Tip
Many schools select this checkbox. They figure most in-progress students will successfully complete the course, and they can use Registration Audit to find the exceptions. Other schools would rather leave it unselected. Student's with in-progress prereqs can ask for overrides, and the registrar can monitor completion of the in-progress requirements.
Include previous terms in corequisite checking: When this checkbox is selected, the registration process checks not only the current term but previous terms to see if the corequisite is met.
Use the Add Corequisites prompt: When this checkbox is selected, the Add Corequisites pop-up appears when a student selects a course that has corequisites, allowing the student to select the corequisites at the same time. (This happens for students registering on the Campus Portal or for staff registering students in J1 Web.)
Basis for [Prerequisites, Corequisites, and Prohibited Courses]: For each—prerequisites, corequisites, and prohibited courses—you select a basis: Course Code, Advising Requirement (ARC), or Both.
Tip
Jenzabar promotes the use of ARCs because they set up advising, academic planning, and registration to work together smoothly. So we recommend selecting Advising Requirement in most circumstances, but work with your campus support team to make that decision.
Tip
If "Both" is selected, then the you can't edit the corresponding tab (Prerequisites, Corequisites, or Prohibited Courses) in Desktop.
Course code components to compare: Available only if Course Code or Both is the selection above it. Course code components refer to the components set in the Course Component Definition Settings.
Warning
Select contiguous checkboxes. If you have an unselected checkbox between selected checkboxes, the results will be confusing.
The information is stored on the Registration Configuration table.
Label | Database Location |
|---|---|
Include in-progress courses in prerequisite / corequisite / prohibited checking | reg_config.incl_inprog_for_prereq |
Include previous terms in corequisite checking | reg_config.incl_prv_for_coreq |
Use the Add Corequisites prompt | reg_config.use_add_corequisite |
Basis for Prerequisites | reg_config.pre_crs_adv |
Course code components to compare | reg_config.prereq_use_comp_x, where x is the number of the checkbox |
Course code components to compare | reg_config.coreq_use_comp_x, where x is the number of the checkbox |
Basis for Prohibited Courses | reg_config.pro_crs_adv |
Course code components to compare | reg_config.prohbt_use_comp_x, where x is the number of the checkbox |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Prerequisites, Corequisites, and Prohibited Courses section.
To edit, click the Edit this section button.
Make your edits. See the warning above for Course code components to compare.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Waitlist Options Settings
These options on the Enrollment Settings page let you determine what happens at registration when a section is already full. No matter which option you select, the user is always notified that the section is full.
Allow overenrollment without permission: Newly registered students are marked as Current (not as Waitlisted) even though the section is already full.
Allow overenrollment only with permission: Users need permission to overenroll. With permission, newly registered students are then marked as Current (not as Waitlisted) even though the section is already full.
Use the waitlist process: When the section is full, registering a student puts them on the waitlist. Users need permission to put students on the waitlist and also to change their status from Waitlisted to Current. If you turn on Waitlist Usher, students receive a notification when a seat opens, and they can move themselves from Waitlisted to Current status.
Tip
Each course section also has an Allow Waitlisting on/off button on the Manage Course Details page, Enrollment tab.
Waitlist Usher: This feature sends students an automatic message when they're allowed to move a course from Waitlisted to Current. Use these settings to turn it on or off and to set its parameters.
Use Waitlist Usher: Click the button to switch between On and Off.
Caution
If your school has used the Desktop Waitlist Usher feature (a customization installed and managed by Managed Services for a fee), make sure it's uninstalled before you set Use Waitlist Usher to On.
Tip
J1 Web Waitlist Usher is included with J1 Web Registration for no extra fee. If your school uses J1 Web Waitlist Usher, you can cancel your Desktop Waitlist Usher service from Managed Services.
Tip
Each course section also has an Allow Waitlist Usher on/off button on the Manage Section Details page, Enrollment tab. (This is invisible if the Use Waitlist Usher setting on Enrollment Settings is off.)
Note
If the Use waitlist process option isn't already selected, it will automatically be selected when you turn on the Use Waitlist Usher setting.
User Name: This is a Jenzabar One Web user name. We recommend creating a J1 Web user just for this purpose and naming it Waitlist Usher so it's easy to identify when the Waitlist Usher process registers or drops a student. The system checks this user's permissions when carrying out Waitlist Usher tasks.
Hours Before Drop: The amount of time a student has to move from Waitlisted to Current. The clock starts when the notification of a seat opening is first sent to the waitlisted student. If the student doesn't move to Current in that time, they're dropped from the course, and the next waitlisted student is invited to move to Current.
Use Course Census Date:
On: The Waitlist Usher runs only for course sections whose census date has not passed.
Off: The Waitlist Usher processes every course section regardless of their census dates. However, if the Process only sections whose registration period is open setting is On, then Waitlist Usher stops running when registration closes. That's usually before the census date.
Process only sections whose registration period is open:
On: The Waitlist Usher process checks the to see if the registration period is open for the section (by first checking section dates, then, if there are no section dates, then subterm dates, and, if none, then term dates).
Off: The process doesn't check registration period dates at all. However, if the Use Course Census Date setting is On, Waitlist Usher stops running at the end of the census date.
Authorization Reason: This is the reason given for overrides the Waitlist Usher uses to move a section from Waitlisted to Current. Set it to WL - Waitlist Usher.
The information is stored on the Registration Configuration table.
Label | Database Location |
|---|---|
[radio button group] | CONFIGURATION_TABL.config_value where MOD_CDE = 'RE' and FUNCT_CDE = 'CRSCAPACITY' and CHAR_CDE = 'OVERENROLL' |
Allow overenrollment without permission | Value to save to the db: CURRENT_WITH_WARNING |
Allow overenrollment only with permission | Value to save to the db: CURRENT_WITH_PERMISSION |
Use the waitlist process | Value to save to the db: CURRENT_AND_WARNING_WITH_PERMISSION |
Use Waitlist Usher | Tables: Setting, SettingValue, SettingValueFree Column: Value Data InternalName: UseWaitlistUsher |
User Name | Tables: Setting, SettingValue, SettingValueFree Column: ValueData InternalName: EXWaitlistUsherUserName |
Hours Before Drop | Tables: Setting, SettingValue, SettingValueFree Column: ValueData InternalName: HoursBeforeDrop |
Use Course Census Date | Tables: Setting, SettingValue, SettingValueFree Column: ValueData InternalName: UseCourseCensusDate |
Process only sections whose registration period is open | Tables: Setting, SettingValue, SettingValueFree Column: ValueData InternalName: OnlyProcessRegOpenSections |
Authorization Reason | Maintain Table Values (also called Table Detail) page, Column Name: authorization_reason |
In Desktop, these settings are found on the Registration Configuration window, Configuration Table tab, Exceeding Course Capacity section.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Waitlist Options section.
To edit, click the Edit this section button.
Select one of the radio buttons:
Allow overenrollment without permissions
Allow overenrollment only with permission
Use the waitlist process
Click the Save this section button. Your edits are saved.
If your school already has Desktop Waitlist Usher, uninstall it:
Make sure everyone is ready for the switch to J1 Web Waitlist Usher.
Contact Jenzabar Managed Services to cancel the Desktop Waitlist Usher service, and work with Managed Services to uninstall the Desktop Waitlist Usher feature.
Uninstall the Desktop Waitlist Usher feature.
Create the Waitlist Usher User:
In Desktop, open the Name Entity window.
Right-click, and select Add Row.
In the Name (Last), field, enter a name such as Waitlist Usher.
No other information is needed on this window. Click Save on the main toolbar.
Note or copy the ID # to enter in the next window.
In Desktop, open the Users window.
Right-click, and select Add Row.
In the ID Number cell, enter the ID # from the Name you created on the Name Entity window. The Waitlist Usher name information appears.
Enter a User ID. Suggestion: Waitlist Usher
Enter a Description. Suggestion: Waitlist Usher
Select the checkbox for Active Web Login.
You don't need to change any other fields. Click Save on the main toolbar.
Give the Waitlist Usher user permission to drop student sections.
In J1 Web, access the Registration Roles page.
On the row for Registrars (or a copy of it), click the Options drop-down, and select Edit. The Edit role page opens.
Tip
We recommend creating a copy of the Registrars role for Waitlist Usher only. Suggested name: Waitlist Usher - Can Drop. It needs only one permission selected: Can drop student sections.
In the Search field, begin typing the name or ID number, and select Waitlist Usher (or the name you used) from the list. Click Add to Role.
On the Users tab, click Add to Role. The Add to Role pop-up opens.
On the Permissions tab, make sure the Can drop student sections checkbox is selected. (If it isn't, click Edit, select the checkbox, and click Save.)
Turn on J1 Web Waitlist Usher and set its parameters:
In J1 Web, on the Enrollment Settings page, scroll down, or click the anchor link to the Waitlist Options section.
Click the Edit this section button.
Select the Use the waitlist process radio button.
Click the On/Off button to turn Waitlist Usher on or off.
Enter a User Name. We recommend creating a J1 Web user with a username that's easily identified as the Waitlist Usher (such as "WaitlistUsher").
Enter a number in Hours Before Drop.
Click the Use Course Census Date button to set it to On or Off.
Click the Process only sections whose registration period is open button to set it to On or Off.
Tip
For more information and guidance about the Use Course Date and Process only sections whose registration period is open settings, see the Waitlist Usher FAQ section.
In the Authorization Reason drop-down, select WL - Waitlist Usher.
Click the Save this section button. Your edits are saved.
Designate a contact for Waitlist Usher:
Tip
This is the person who will receive the automated messages such as “Student moved course from Waitlisted to Current” and "The student course was dropped". We recommend designating the registrar as the contact.
In J1 Web, on the General Settings page in Registration, scroll down or click the anchor link to the Contacts section.
Click Add another.
In the drop-down, select Waitlist Usher.
Click the add contact field. Begin typing a name or ID number, and select from the list.
Click the Save button.
Make sure Course Authorization is turned on for the the Campus Portal:
Warning
If Course Authorization is not turned on, students won't see an option to move their waitlisted courses to registered, even when a seat opens.
In J1 Web, on the Campus Portal (JICS) Settings in Registration page, scroll down or click the anchor link to the Controls for Faculty and Student Features category.
Make sure the checkbox for Use course authorization is selected.
If it isn't, click the button. Now you're in edit mode.
Select the checkbox for Use course authorization.
Click the Save this section button. Your selection is saved, and you're returned to view mode.
Turn Waitlist Usher on for individual course sections:
In J1 Web, on the Manage Section Details page for any course section, click the Enrollment tab.
Click the Edit details button.
Click the Allow Waitlisting button to set it to Yes.
Click the Allow Waitlist Usher button to set it to Yes.
Click Done editing.
For detailed instructions on Interactions, see the Interactions help topic in the Communication Management hub. Below are abbreviated instructions specific to Waitlist Usher interactions.
Important
Permissions needed to create interactions for Waitlist Usher:
Communication Management Base role (or a copy):
Can add or edit interactions
Can create system event interactions
Registrars role (or a copy):
Can register students
On the Communication Management hub, click Hub options, and select Interactions. The Interactions page opens.
Make a copy of each of the default Waitlist Usher interactions, and make the defaults inactive.
In the filter, select the Keyword checkbox, type one of the Codes from the table below, and click Apply. The interaction appears.
In the Status column, click the Active button to change it to Inactive.
In the Actions drop-down, select Copy. The Copy Interaction wizard page opens to the Basics settings..
Type: Email is the default for student recipients, and Notification is the default for staff. If your school has the Communication Management Plus license, you can also select Text.
Name / Description and Code: Use the information in the table below as a guide for your Name / Description and Code. Give the copy the same Code as the default it's copied from, but use our suggested Default Name / Description (or something like it).
The prepopulated values for the rest of the Basics page are probably correct, but some are editable. Review them, and click Save and continue.
Warning
Don't select Do not allow duplicate interactions for a record. Leave it unselected.
Tip
The Show in Communication Feed checkbox is available for schools that have the Communication Management Plus license.
The Data Merge options are preselected. Make sure they're okay, and click Save and continue.
The Email Basics options are preselected. Make sure they're okay, and click Save and continue.
The Template Content options:
Click the Status button to change it to Active.
Check the Content, and edit as necessary.
Click Save and finish. The copied interaction now appears in the list.
Tip
If you haven't changed the filter settings, just click Apply again. The default and the copy appear.
Repeat these steps for each of the Waitlist Usher interactions.
Tip
If you included "Waitlisted" in each Name / Description field, then you can find all the Waitlist Usher interactions by filtering for "Waitlisted" in either Keyword or Name / Description.
For detailed instructions on Automation Plans, see the Automation Plans help topic in the Communication Management hub. Below are abbreviated instructions specific to Waitlist Usher automation plans.
Important
To edit, copy, and create automation plans, you need permissions in the Communication Management Base role.
On the Communication Management hub, click Hub options, and select Automation Plans. The Automation Plans page opens.
Make a copy of each of the default Waitlist Usher automation plans.
In the filter, select the Keyword checkbox, type one of the Codes listed below, and click Apply. The automation plan appears.
In the Status column, click the Active button to change it to Inactive.
In the Actions drop-down, select Copy. The Copy pop-up opens to the Basics page.
Name / Description and Code: Use the information in the table below as a guide for your Name / Description and Code. Give the copy the same Code as the default it's copied from, but use our suggested Default Name / Description (or something like it).
Initiated By: Keep the default: System Event. The system event is, for example, a seat opened in the course, or the census date passed.
Module, Process, and Event are prepopulated from the default automation plan. See the FAQ for which process and event go with each automation plan.
Click Save and continue. The Automation Tasks page opens.
On the Automation Tasks page, click the Inactive button to make it Active.
Change the associated interaction from the default to the corresponding copy:
In Interaction Name / Description, begin typing the name of the copied interaction that corresponds with this automation plan. Select the interaction from the list.
Click Add to plan. The interaction appears in the Tasks list below.
On the row for the default interaction, click the Remove icon
. The default interaction is removed from the list.
Click Save and continue. The Recipients page opens.
The Recipients options are preselected. Make sure the radio button for Anyone asociated with system event is selected. For communications to students, make sure Students is selected. For communications to staff, make sure Advisor, Instructor, and Registrar are selected.
Click Save and finish. The copied automation plan now appears in the list.
Tip
If you haven't changed the filter settings, just click Apply again. The default and the copy appear.
Repeat these steps for each of the Waitlist Usher automation plans.
Tip
If you included "Waitlist" in each Name / Description field, then you can find all the Waitlist Usher automation plans by filtering for "Waitlist" in either Keyword or Name / Description.
No, they don't conflict, but those settings (Use Course Census Date and Process only sections whose registration period is open) may overlap. That is, if Process only . . . is On, then Use Course Census Date may not matter because the Waitlist Usher has already stopped at the end of the registration period, and the Census Date is usually later.
Where Registration Period and Census Date Are Set
The Registration Period is when students can register themselves. Staff can add or drop students until the Census Date, which is usually later than the close of registration.
The system first looks for dates on the course section itself. If the dates aren't there, it looks at the year/term/subterm (if applicable), and then at the year/term.
Manage Section Details Page | Year / Term / Subterm Definitions Page | |
|---|---|---|
J1 Web | Portal Control tab > Campus Portal Registration Dates: Add Begin Date, Add End Date, Drop Begin Date, Drop End Date | Subterm view: First Campus Portal Add / Drop, Last Campus Portal Add / Drop Year / Term view: First Campus Portal Add / Drop, Last Campus Portal Add / Drop |
Database | section_master.add_beg_dte, section_master.add_end_dte, section_master.drop_beg_dte, section_master.drop_end_dte | yr_trm_sbtrm_table.first_drop_add_dte, yr_trm_sbtrm_table.last_drop_add_dte year_term_table.first_drop_add_dte, year_term_table.last_drop_add_dte |
Manage Section Details Page | Year / Term / Subterm Definitions Page > Subterm View | |
|---|---|---|
J1 Web | Schedule tab > Dates: Census Date and Time | Subterm view: Census Date and Time Yeat / Term view: Census Date and Time |
Database | section_master.census_dte | yr_trm_sbtrm_table.sbtrm_census_dte year_term_table.census_dte |
What You Want | Use Course Census Date | Process Only Sections Whose Registration Period Is Open | Are Students Invited to Move from Waitlisted to Current if a Seat Becomes Available? |
|---|---|---|---|
Waitlist Usher to keep running throughout the term or subterm | Off | Off | Yes, even after registration has closed and after the census date |
Waitlist Usher to stop running at the end of the Census Date | On | Off | Yes, until the end of the census date |
Waitlist Usher to stop running at the end of the Registration Period | Off* | On | Yes, but only until the end of the Registration Period |
* If Registration Period ends before the Census Date, and the Process only sections whose registration period is open setting is On, then it doesn't matter whether Use Course Census Date is On or Off.
When a seat becomes available for a waitlisted student, the Waitlist Usher sends them an email inviting them to go to the Student Registration feature on the Campus Portal to move their status from Waitlisted to Current.
How does a student move their course to Current?
On their My Schedule planning calendar in the Campus Portal, the student clicks the course. In the drop-down, they select Move to registered.
Warning
Make sure the "Use course authorization" checkbox is selected on the Campus Portal (JICS) Settings page (in J1 Web) > Controls for Faculty and Student Features category.
If this checkbox is not selected, then students won't see an option to move their waitlisted courses to registered, even when a seat opens.
Recalculation of Academic Records Settings
Use these settings to set the frequency of recalculation, to pause or resume the process, or to select a postrecalc stored procedure.
The process is informally called "academic recalc", and it runs only when there's new information, such as when new grades are entered. If no records need updating, the process doesn't run. So you're setting the frequency of checking for the need to run.
Recalculation frequency (when new data requires): Enter a number from 1 to 5. This represents minutes between checking for new data to trigger running a recalculation.
Last time student records were recalculated (refreshed every 10 seconds): This shows the last time the process finished, but you can use it to prevent the process from running. Enter a future date and/or time. The process won't run again until after that date and time when it is naturally triggered.
[If date is in the future]: Academic recalculation is paused and will resume at this date and time. Click the Resume recalculation button to start the recalculation before the displayed time.
Number of students currently requiring recalculation (refreshed every 10 seconds): This shows students whose data has changed. Their records will be recalculated in the next run.
Postrecalc stored procedure: Select a a stored procedure if you wish. Jenzabar provides CUST_POST_RE_RECALC as an empty procedure. You can put your code in it, or you can create your own stored procedure. The stored procedure is called with the ID_NUM argument after the recalc is run for a given student.
Warning
Whenever you change the stored procedure selection, you must do the following before you save:
Stop the Client Application Services (CAS).
Save your changes.
Restart the CAS.
The information is stored on the Configuration Table table.
Label | Database Calculation Method |
|---|---|
Recalculation frequency (when new data requires) | comes from CONFIGURATION_TABL.config_value where MOD_CDE = 'RE' and FUNCT_CDE = 'AUTO_ACAD_RECAL' and CHAR_CDE = 'INTERVAL_MINUTE' |
Last time student records were recalculated (refreshed every 10 seconds) | comes from CONFIGURATION_TABL.config_value where MOD_CDE = 'RE' and FUNCT_CDE = 'AUTO_ACAD_RECAL' and CHAR_CDE = 'LAST_EXECUTED' |
Number of students currently requiring recalculation (refreshed every 10 seconds) | comes from SELECT Count(appid) FROM student_master WHERE run_academic_recalc > 0 |
Postrecalc stored procedure | Options come from Select so.nameFROM sysobjects soWHERE so.type ='P' and so.name like 'CUST_POST_RE_RECALC%' Data comes from configuration_tabl where funct_cde = 'ACAD_RECALC_CTL' and char_cde = 'post_recalc_sp' |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab in the Automated 'Recalcuate Academic Record' Process section.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Recalculation of Academic Records section.
To edit, click the Edit this section button.
Make your edits.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
From the Registration Administration hub options, select Settings.
Click Enrollment settings. The Enrollment Settings page opens.
Scroll down, or click the anchor link to the Recalculation of Academic Records section.
Click the Edit this section button.
Under Last time student records were recalculated (refreshed every 10 seconds), enter a future date and time. The regular recalculation process triggers will be reinstated at that date and time.
At any time, you can reinstate the regular process triggers by clicking the Resume recalculation button.
Click the Save this section button.