Registration Campus Portal Settings
Use this page to set parameters for student and faculty features on the Campus Portal. You can use the links at the top of the page to jump to the individual settings.
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
Campus Portal Course Search Settings
Campus Portal Student Registration Feature Settings
Campus Portal Registration Configuration Settings
Campus Portal Student Grade Report Settings
Campus Portal Student Course Withdrawal Settings
Citizenship Settings for the Ethnicity and Race Form
Campus Portal Course Search Settings
Use these settings to select the fields you want available for course searches in the Student Registration feature in the Campus Portal.
Students use the Student Registration feature to search for courses, work out their schedules, and register.
Tip
If students' searches are too broad, it can slow down performance and make the results less useful. Therefore, it's good to turn on plenty of search fields for them.
Click any or all of these buttons to turn them to On.
Course Code and Title
Request Number
Course Number Range
Division
Instructor
Department
Location
Place
Subterm
Begins After
Begins Before
Meeting Type
Section Status
Competency
Meets on Selected Days
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
From the Registration Administration Hub options drop-down, select Settings > Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page appears.
In the Campus Portal Course Search section, click the Edit this section button.
Select the fields you want available by clicking the ON or OFF options.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Campus Portal Student Registration Feature Settings
The Student Registration feature in the Campus Portal replaces the Course Schedules feature. It allows all students to develop their schedules using a planning calendar. If they have an academic plan, it guides them to courses in their plan. If they don't have a plan but have a degree audit, it guides them to courses that meet their remaining requirements. If they have neither an academic plan nor degree audit, they use a general course search to place courses on their planning calendars.
From the planning calendar, students can try various schedules, resolve schedule conflicts, take care of holds, get approvals and clearances, and pay for must-pay courses. The search and calendar have links to contact the course instructor or the student's advisor. When they're ready, students can register for courses directly from the calendar.
Caution
The Student Registration Feature setting must be on in order for students to use the planning calendar and for their course searches to be guided by their academic plans or degree audits.
Note
The Campus Portal Student Registration Feature 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.
Tip
If your school is using the Campus Portal Student Registration feature, students can withdraw themselves from courses. If you're using the old Course Schedules feature, they can't withdraw themselves. Staff must withdraw students.
Off: All students register using the Course Schedules feature. The planning calendar is not available, and students are not guided toward courses that fit their academic plan or meet their degree requirements.
Display 'All Divisions' Option: This on/off setting appears only when Campus Portal Student Registration Feature is turned off. It lets you allow students to search for courses in all divisions at once.
Caution
Displaying the "All Divisions" option for students can cause performance issues or lockups during heavy traffic on your network. We recommend keeping it off unless you really need your students to be able to search for courses in all divisions at once.
On: All students register using the Student Registration feature. All students can use the planning calendar. Students are guided by their academic plan or degree audit if they have them.
Days Before Add/Drop to Open My Schedule Calendar Tool: Set the number of days before each registration period that students can begin searching courses and using the planning calendar for the next term.
Automatically remove unregistered courses from students' My Schedule calendar: Select this checkbox to let the system take unregistered courses off students' My Schedule calendar in the Campus Portal.
Number of days after census date: Enter the number of days after the course section's census that you want the unregistered courses removed from students' My Schedule calendar.
Note
This refers to the census date of this course section,which may be different from the census date of the term or subterm.
Variable Credit: Allow students to select credit hours and/or grading types for course sections that have them. Select On or Off for each of these options. (On is selected by default.)
Allow students to edit Credit Hours for sections with variable credits
Allow students to edit Grading Type for sections with variable grading types
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
From the Registration Administration Hub options drop-down, click Settings, and select Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page opens.
In the Campus Portal Student Registration Feature category, click Edit this section.
Under Campus Portal Student Registration Feature, click the On radio button.
Click Save this section.
Note
When you turn this feature on, now in the Campus Portal, the Add/Drop feature is replaced by the Student Registration feature.
This feature is in the Course Schedules feature which is available only if Campus Portal Student Registration is turned off.
Tip
If the Campus Portal Registration Feature is turned on, then students already have robust, guided searches for courses.
From the Registration Administration Hub options drop-down, click Settings, and select Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page opens.
In the Campus Portal Student Registration Feature category, click Edit this section.
If the Off button is selected for the Campus Portal Student Registration Feature, then click the On/Off button for Display 'All Divisions' Option to set it to On.
Click Save this section.
Caution
Displaying the "All Divisions" option for students can cause performance issues or lockups during heavy traffic on your network. We recommend keeping it off unless you really need your students to be able to search for courses in all divisions at once.
From the Registration Administration Hub options drop-down, click Settings, and select Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page opens.
In the Campus Portal Student Registration Feature category, click Edit this section.
In the Days Before Add/Drop to Open My Schedule Calendar Tool, enter a whole number less than 366.
Click Save this section.
Note
Students will be able to search courses and use the planning calendar that many days before a term's Add/Drop period begins.
From the Registration Administration Hub options drop-down, click Settings, and select Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page opens.
In the Campus Portal Student Registration Feature category, click Edit this section.
Select the checkbox for Automatically remove unregistered courses from students' My Schedule calendar.
In the Number of days after census date field, enter a whole number 1–9999. In the Student Registration feature on the Campus Portal, unregistered courses will be removed from students' calendars that many days after this course section's census date.
Note
This refers to the census date of this course section,which may be different from the census date of the term or subterm.
Click Save this section.
Campus Portal Registration Configuration Settings
Use these settings to control how students register for courses in the Campus Portal.
Note
Remember that each parameter refers to how students register themselves. These settings don't limit how staff register students in J1 Web.
Default Year and Term: This is the year/term students first see in the Student Registration feature, but they can select a different year/term.
Student Permissions: Selected checkboxes give students more options.
Allow course repeats
Allow waitlisting
Allow alternate division
Allow student overload
Override holds
Override Grade Report holds
Student Charges: The selected Subsidiary Group Code applies to charges run in the registration process.
Default Source for Personal Information Change: When students update their personal information in the Campus Portal, this selection is listed as the source.
Status of Dropped Sections: When selected, dropped sections are erased from the student's record. (This doesn't affect withdrawn courses.)
Delete dropped sections from student course history
Tip
Student course history is seen on a student's Student Section List.
Data is stored in the Registration Configuration table (reg_config).
Field | Database Location |
|---|---|
Default Year and Term | reg_config.cur_yr_dflt reg_config.cur_trm_dflt |
In Desktop, the Default Year / Term appears on the Registration Configuration window, Registration Configuration tab.
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
From the Registration Administration Hub options drop-down, select Settings > Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page appears.
Scroll or use the links at the top to go to the Campus Portal Registration Configuration section.
Click the Edit this section button.
Select a Default Year and Term. It's the term students will see when they go to register or start planning their schedules, but they can select a different year and term.
Select the Student Permissions you want to give students for repeats, waitlisting, registering for courses in other divisions, overloads, and overriding holds.
Select a Subsidiary Group Code for charges run in the student registration process. This is optional. If you don't run charges when students register themselves, you can leave it blank.
Select a Default Source for Personal Information Change to appear as the source when students update their personal information in the Campus Portal.
In Status of Dropped Sections, the checkbox is selected by default so that dropped courses are erased from the student record. Deselect the checkbox if you want dropped courses to remain on the student record. (Note: This applies to courses that are dropped, not withdrawn. Withdrawn courses do stay on the student record.)
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Campus Portal Student Grade Report Settings
Use these settings to control which grading periods and fields appear for students.
Students use the Student Grade Report feature in the Campus Portal to see their grades. Midterm and final grades show by default, and you can allow grades from other grading periods your school has defined to show, too. You can also opt to show narrative grades and/or numeric grades.
Click to turn any of these options On or Off.
Display defined grading periods: When switched to On, students see grading periods besides midterm and final that your school has defined.
Display narrative grades
Display numeric grades
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
From the Registration Administration Hub options drop-down, select Settings > Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page appears.
Scroll or use the links at the top to go to the Campus Portal Student Grade Report section.
Click the Edit this section button.
Use Defined Grading Periods: To allow students to see grades your institution has defined for grading periods other than the default midterm and final, switch the button to ON.
Grade Options: To display narrative or numeric grades, switch their buttons to ON.
Click the Save this section button.
Campus Portal Student Course Withdrawal Settings
Use this setting to set a default withdrawal grade and the messages students see when they withdraw. (Students can withdraw themselves from courses from their planning calendars in Student Registration feature on the Campus Portal.)
Withdrawal Grade: Select a grade. Each option shows the Grade Scale, Credit Type, and Grade in this format: GS | CR | W. The instructor (or any user with grade editing permission) can then change the grade for individual students using the Grade Entry page.
Withdrawal Available: You can edit the message for when a student can withdraw.
Withdrawal Unavailable: You can edit the message for when a student can't withdraw.
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
From the Registration Administration Hub options drop-down, select Settings > Campus Portal (JICS) settings. The Campus Portal (JICS) Settings page appears.
Scroll or use the links at the top to go to the Campus Portal Student Course Withdrawal section.
Click the Edit this section button.
Select a Withdrawal Grade to be the default grade when a student withdraws from a course. (The instructor can change an individual's grade from the default.)
If necessary, click to edit the Withdrawal Available and the Withdrawal Unavailable messages.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Campus Portal Settings: Student Course Withdrawal controls the options for students dropping or withdrawing themselves from courses using the Student Registration feature in the Campus Portal.
General Settings: Drop and Withdraw Courses controls the options for the registrar's office dropping and withdrawing students in J1 Web on the Student Registration page or in Desktop on the Student Registration window.
Citizenship Settings for the Ethnicity and Race Form
Use these settings to turn on or off citizenship questions on the Ethnicity and Race form for students, and to set their parameters.
Display citizenship questions: When this checkbox is selected, then citizenship questions appear for students in the Ethnicity and Race form in the Campus Portal. When unselected, the questions don't appear, and the other fields in this section are unavailable.
Require students to enter citizenship information: When this checkbox is selected, then citizenship information is required on the Ethnicity and Race form.
Text to Display for Legal Permanent Resident: Enter or edit a label for the Legal Permanent Resident item. Example: I am a Legal Permanent Resident.
Text to Display for U.S. Nonresident: Enter or edit a label for the U.S. Nonresident item. Example: I am a U.S. Nonresident.
Text to Display for Citizen: Enter or edit a label for the Citizen item. Example: I am a U.S. Citizen.
Display checkbox to allow student to decline entering citizenship information: When this checkbox is selected, then students can select a checkbox to decline submitting citizenship information on the Ethnicity and Race form.
Text to Display with Citizenship Decline Checkbox: Enter or edit a label for the item. Example: I decline to submit citizenship information.
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Display citizenship questions | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'BIOGRAPH_MASTER' and char_cde = 'CITIZEN_SHOW' |
Require student to enter citizenship information | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'ETHNIC_RACE' and char_cde = 'CITIZEN_REQ' |
Text to Display for Legal Permanent Resident | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'BIOGRAPH_MASTER' and char_cde = 'CITIZEN_LPR' |
Text to Display for U.S. Nonresident | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'BIOGRAPH_MASTER' and char_cde = 'CITIZEN_NRA' |
Text to Display for Citizen | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'BIOGRAPH_MASTER' and char_cde = 'CITIZEN_OF' |
Display checkbox to allow student to decline entering citizenship information | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'BIOGRAPH_MASTER' and char_cde = 'CITIZEN_SHOWOPT' |
Text to Display with Citizenship Decline Textbox | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'BIOGRAPH_MASTER' and char_cde = 'CITIZEN_OPTTEXT' |
Desktop Location
These settings are available in Desktop, too, on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Campus Portal (JICS) settings. The Registration Limits settings page opens.
Click the anchor link for Citizenship Settings for the Ethnicity and Race Form or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Ethnicity and Race Settings for the Ethnicity and Race Form
Use these settings to set the parameters for the ethnicity and race questions in the Ethnicity and Race form for students.
Require student to enter ethnicity information: When this checkbox is selected, then ethnicity questions appear for students appear and are required in the Ethnicity and Race form.
Require students to enter race information: When this checkbox is selected, then race questions appear and are required in the Race and Ethnicity form.
Display checkbox to allow students to decline entering ethnicity and race information: When this checkbox is selected, then students can select a checkbox to decline submitting ethnicity and race information on the Ethnicity and Race form.
Text to Display with Ethnicity / Race Decline Checkbox: Enter or edit a label for the item. Example: I decline to submit ethnicity and race information.
Data is stored in the Configuration table (configuration_tabl).
Field | Database Location |
|---|---|
Require student to enter ethnicity information | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'ETHNIC_RACE' and char_cde = 'ETHNIC_REQ' |
Require students to enter race information | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'ETHNIC_RACE' and char_cde = 'RACE_REQ' |
Display checkbox to allow student to decline entering ethnicity and race information | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'ETHNIC_RACE' and char_cde = 'ETHRCE_SHOW_OPT' |
Text to Display with Ethnicity / Race Decline Checkbox | comes from configuration_tabl where mod_cde = 'CM' and funct_cde = 'ETHNIC_RACE' and char_cde = 'ETHRCE_OPT_TEXT' |
In Desktop, these settings are on the Registration Configuration window, Configuration Table tab, in the Ethnicity and Race Settings for the Ethnicity and Race Portlet section.
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Campus Portal (JICS) settings. The Registration Limits settings page opens.
Click the anchor link for Ethnicity and Race Settings for the Ethnicity and Race Form or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Controls for Faculty and Student Features
Use these settings to control several parameters for courses in Faculty and Student features.
Display of Cross-Listed Courses: Select one of the following options from the drop-down.
Display Child Courses on Parent Course List
Display Child Courses and Parent Course Separately
Course Title Format: Set how courses are listed in Campus Portal. List the elements you want separated by commas. Use formatting characters (space, parentheses, hyphen, etc.) for clarity.
Notice
CRS_TITLE: Displays "Introduction to Accounting"
CRS_TITLE, (,CRS_TITLE_2,): Displays "Introduction to Accounting (Accounting for Nonmajors)"
SHORT_CRS_TITLE_1,--,SHORT_CRS_TITLE_2,: Displays "Intro Acct--Acct Nonmaj"
Allow search for course by course title: When selected, students and faculty can search in the Course Title field.
Allow search for course by short title: When selected, students and faculty can search in the Short Title field.
Display textbooks in the Student Registration feature: Select the checkbox to allow textbook information in the Student Registration feature.
Note
The Student Registration feature in the Campus Portal now uses this setting rather than the setting found in the My Course Schedules feature of the Campus Portal.
For course details note, display section master note: This is the Note field on Manage Sections page, Section Demographics view. In Desktop, it's on the Courses window, Course tab, Master 2 subtab, Note field. It's stored in the Section Master table (section_master.section_note).
For course details note, display section schedules comment: This is the pair of comments Manage Sections page, Schedule / Faculty view, Schedules section Comment 1, and Comment 2 fields. In Desktop they're on the Courses window, Schedule tab. They're stored in the Section Schedules table (section_schedules.comment_1_cde and section_schedules.comment_2_cde). They're defined on the Maintain Table Values page, column name "comment".
Note
If both this checkbox and the checkbox for "display section master note" are selected, then both the note and the comment are displayed, separated by a dash.
Default Value for Web Grading Rights: Select an option from the drop-down for default grading rights for faculty. An individual instructor's grading rights can be edited when adding them to a section or on the Schedule / Faculty view of the Manage Sections page.
Allow instructors with permissions to enter grades for graded courses when the registration transaction status is History: Select this to allow instructors to edit grade records after they're already final. This may change transcripts.
Use course authorization: Select this to allow instructors and advisors to provide authorizations in the Campus Portal for students to register for courses even when the course is full, or they haven't met a requirement, or there's a schedule conflict. (In J1 Web, authorizations are called overrides.)
Allow textbook entry in faculty course controls: Select the checkbox to allow textbook information in the Faculty Course features.
Data is stored in the Configuration table (configuration_tabl).
Field | Database Location |
|---|---|
Display of Cross-Listed Courses | comes from configuration_tabl where funct_cde = 'XLISTED_CRS' and char_cde = 'TYPEOFLISTS' |
Course Title Format | comes from configuration_tabl where funct_cde = 'ICSCOURSESEARCH' and char_cde = 'CRSTITLETODISP' |
Allow search for course by course title | comes from configuration_tabl where funct_cde = 'ICSCOURSESEARCH' and char_cde = 'SRCHLONGTITLE' |
Allow search for course by short title | comes from configuration_tabl where funct_cde = 'ICSCOURSESEARCH' and char_cde = 'SRCHSHORTTITLE' |
For course details note, display section master note | comes from configuration_tabl where funct_cde = 'ICSCOURSENOTE' and char_cde = 'SECTION_MASTER' |
For course details note, display section schedules comment | comes from configuration_tabl where funct_cde = 'ICSCOURSENOTE' and char_cde = 'SECTION_SCHED' |
Default Value for Web Grading Rights | comes from configuration_tabl where funct_cde = 'GRADE_ENTRY' and char_cde = 'GRADE_RIGHTS' N = "No access to view grades" V = "View only access for grades" E = "Can view and enter grades for un-graded courses" U = "Can view and update grades for graded courses" B = "Can view and edit for both graded and un-graded courses" |
Allow instructors with permissions to enter grades for graded courses when the registration transaction status is History | comes from configuration_tabl where funct_cde = 'GRADE_ENTRY' and char_cde = 'GRADE_HISTORY' |
Use course authorization | comes from configuration_tabl where funct_cde = 'AUTHORIZATION' and char_cde = 'AUTHORIZATIONDO' |
Allow textbook entry in faculty course controls | comes from reg_config.textbook_faculty_add |
In Desktop, these settings are on the Registration Configuration window, Configuration Table tab, in the CRM Student / Faculty Controls section.
The permission needed to view and edit these settings is "Can manage Campus Portal (JICS) settings". It's available in the Registration Settings section of the Registration Module Manage role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Campus Portal (JICS) settings. The Registration Limits settings page opens.
Click the anchor link for Controls for Faculty and Student Features or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.