Registration General 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 on this page control J1 Web features used by faculty and the registration office, and Campus Portal features used by students. You can use the links at the top of the page to jump to the individual settings.
Each setting has instructions and reminders on the page and a Learn more link for more information. Several settings have an Edit this section button that allows you to make and save changes to the settings.
Settings on the Page
Switching to J1 Web Grade Entry and Overrides
Grade Entry Messages and To Dos
Drop and Withdraw Student Sections
Course Roster Report Layout in Registration General Settings
Course Search Filter Settings
The course search filter helps faculty and staff search for courses on various J1 Web screens and blocks, including the Course Center block and the Course List page, as well as the My Course Center block and the My Course List page. The settings here let you expand the definition of an active course and allow you to restrict the numbers of years available in searches to users in most roles.
Active Courses
Searchers may want to filter for active courses; that is, courses that are currently in session. But it might be helpful to extend the time frame that a course is considered active to include a certain number of days before the course begins and after it ends. You can extend that time frame here.
Academic Years
You can limit the number of past and future academic years available in course searches. The limits apply to most roles. However, users in roles based on either the Registrars or the Course Access roles can be given access to all academic years. The current academic year is always available in course searches.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
Under Course Search Filter, click the Edit this section button.
Enter a number in each field.
For Active Courses, enter a whole number 1 to 365.
For Academic Years, enter a whole number 1 to 99.
Click the Save this section button.
Switching to J1 Web Grade Entry and Overrides (Settings)
J1 Web features a grade entry page and a course overrides authorizations feature that will replace the corresponding features on the Campus Portal. The result is a more integrated, smoother workflow.
These J1 Web features require some setup before making the switch. See Switching to J1 Web Grade Entry and Overrides for important information about setting up for the switch.
Warning
When you switch to using J1 Web for any of these features, the feature is no longer available in the Campus Portal. A message on the Campus Portal appears where the feature used to be, and it directs the user to J1 Web.
From the Registration Administration Hub options drop-down, select Manage registration settings. The Registration Settings page appears.
Under Switching to J1 Web . . ., select the Use J1 Web radio button for the feature you want to turn on.
Tip
Your selections are saved automatically.
Caution
Grading periods require setup in J1 Desktop and J1 Web. See the "Setting Up Grade Entry" topic before creating grading periods. That topic explains grading periods, and it may save you some steps.
From the Registration Administration Hub options drop-down, select Settings and then General settings.The General Settings page appears.
In the Switching to J1 Web Grade Entry and Overrides section, click the Edit this section button.
When you're sure your team is ready, make the switch to J1 Web.
Under Grade Entry, click Use J1 Web.
Click the Create grading periods button. This creates midterm and final grading periods for all existing course sections.
Under Overrides, click Use J1 Web.
Click the Save this section button.
Grade Entry Messages and To Dos Settings
These settings let you automatically send reminder notifications and To Dos to faculty when it's time to enter grades for each grading period. You can edit the text of the messages and the To Do, and you can decide when they should be sent.
By default, the notifications and the To Do are set to ON. The first notification is set to send 72 hours before the grading period opens. The reminder notification is set to send 10 hours before the grading period closes.
Note
Messages and To Dos can work only if grading period in question has begin and end dates. Otherwise, the messages and To Dos don't know when to send.
Assign grading period dates on the Year / Term / Subterm Definitions page, Grading Periods view.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
Scroll down to the Grade Entry Messages and To Dos section, and click Edit this section.
For each of the items,
Click the ON/OFF button.
Click the Edit icons to edit the text or the sending times.
Make your changes.
Click the Save this section button.
Contacts Settings
Here you identify staff in the registrar's office that faculty can contact with concerns about registration and grade entry. You can tag them as Attendance Reporting, Grade Entry, Registrar, or Waitlist Usher contacts, or you can make a new label. Grade Entry contacts are notified when a course's grades aren't entered by the end of a grading period.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
In the Registration Office Contacts section, click the Edit icon to add or change a contact.
Enter a partial name. The system will search. Select the name from the results.
Select a label from the drop-down.
These labels are provided as default data: Attendance Reporting, Grade Entry, Registrar , and Waitlist Usher.
Tip
The Waitlist Usher contact is the person who receives the automated messages such as "Student moved course from Waitlisted to Current". We recommend designating the registrar as the contact.
Labels your school creates are also available.
To create a new label:
Select Create New Label. The Create New Contact Label pop-up opens.
Enter a label of up to 27 characters.
Click Create label.
Click Save.
To change a label,
Click Add another to add another contact.
Click the Remove icon to remove a contact.
Tip
Your selections are saved automatically.
Drop and Withdraw Student Sections Settings
Use these settings to set defaults for drops and withdrawals on the Student Registration page and on a student's Sections list page. (From a student's summary page, select Student in the Person-Student drop-down, and then select Student section list.)
Default Drop Flag
You can set the default for the Drop Flag to either Drop or None. No matter which you select as the default, when a registrar drops a student section, they can still change the Drop Flag to either Drop or None.
Drop: By default, every dropped course will have the Drop Flag on.
None: By default, no dropped course will have the Drop Flag on.
Note
The Drop Flag and Drop Date fields are on the Manage Student Section Record page under the Registration Audit heading.
The dropped course will have an enrollment status of 'Dropped' regardless of the Drop Flag's value.
Accounts Receivable can use the drop flag to indicate courses that require a refund.
Default Withdrawal Reason
You can select a default to populate the Withdrawal Reason when a registrar withdraws a student. The registrar can change the reason.
Default Withdrawal Grade
You can select a default to populate the Withdrawal Grade when a registrar withdraws a student. The registrar can change the grade.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The Registration Settings page appears.
In the Drop and Withdraw Student Sections area, click the Edit this section button.
Select values for each of the defaults.
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.
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.
Attendance Reporting Settings
Attendance reporting helps your school manage retention by tracking when students aren't attending classes. You can set up several kinds of reports and have faculty automatically receive tasks to complete the reports.
Background Information About Attendance Reporting
There are two categories of attendance reporting, Checkpoint and Census Date. You can turn on either or both, or you can leave them both turned off. You can edit the display names for both the Checkpoint and Census Date categories.
Instructors submit their attendance reporting in the Faculty hub on the Attendance page for each of their courses. Registrars then process the reports on the Reported Attendance page in the Registration hub, dropping or withdrawing students from courses as needed.
Checkpoint Reports
Checkpoint reports allow faculty to report who is present for specified class meetings, such as the 1st meeting or the 5th. Registrars can create as many checkpoint reports as you need.
Census Date Reports
The Census Date category tells who is attending as of the census date. One type reports those who have never attended, and another type who is no longer attending.
Excluding Individual Courses and Sections from Attendance Reporting
When someone creates a catalog course, it honors these settings. But even if you have attendance reporting turned on here, you can still exclude individual catalog courses or course sections from Census Date reporting, Checkpoint reporting, or both. You can do that when you're creating a course or section, or you can edit an existing one on the Manage Course Details page or Manage Section Details page.
Note
By default, each section you create from a catalog course has the same setting as its catalog course, but you can change the setting in each section. Thus, a course could be excluded but some of its sections included, or the course could be included but some of its sections excluded.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
Scroll down to the Attendance Reporting section, and click the Edit this section button.
Turn on the categories you want to use (Checkpoint and Census Date) by clicking the ON or OFF toggles.
Edit the Display Name of the Checkpoint and Census Date categories if you wish.
Enter instructions for faculty for Checkpoint and Census Date attendance reporting.
For each of the Census Date Report types (Never Attended and No Longer Attending), set up Drop and Withdrawal.
Set Drop to ON if you wish.
Select a Default Drop Date.
Set Withdrawal to ON if you wish.
Make selections for each of these:
Click Save this section.
To exclude specific courses from attendance reporting
From the Hub options, select Manage catalog courses.
In the Course Demographics view, select one or more courses.
In the Options drop-down, select Edit selected.
In the Select a detail to update drop-down, select either Exclude from Census Date Reporting or Exclude from Checkpoint Reporting. (Click Add another detail to select both.)
In the next drop-down, select Yes.
Click Update.
To exclude individual sections from attendance reporting
From the Hub options, select Manage sections.
In the Course Demographics view, select one or more sections.
In the Options drop-down, select Edit selected.
In the Select a detail to update drop-down, select either Exclude from Census Date Reporting or Exclude from Checkpoint Reporting. (Click Add another detail to select both.)
In the next drop-down, select Yes.
Click Update.
Repeat Grade to Print Settings
Use this setting to turn on or off triggers for using the "repeat grade" instead of the entered grade on transcripts for repeat courses. Each is set to On by default.
Parameters for repeat grades are on the Grade Table Definitions page. This setting merely determines which repeat flags trigger them.
Note
This setting determines which instances of a course (Forgiven, Not Forgiven, and Repeat) will show the Grade to Print instead of the regular grade. But the settings for which repeat grade gets printed are on the Grade Table Definitions page.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
Scroll down to the Repeat Grade to Print section.
Click the Edit this section button.
Set the switch for each repeat flag—* (Forgiven), # (Not Forgiven), and R (Repeat)—to On or Off.
Tip
Recommended settings:
* Forgiven: On. Forgiven instances of courses show the "Repeat Grade to Print" grade.
# Not Forgiven: Off. Not Forgiven instances of courses show the regular grade.
R Repeat: Off. Repeat instances of courses show the regular grade.
Click the Save this section button.
External 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.
Important
These settings are available for schools with the Campus Marketplace and Jenzabar Unity Platform licenses.
If your school allows students to register for noncredit courses from an external system, these settings define the default values assigned to students when they are added to the J1 system.
Process Overview
Schools determine which noncredit course sections are available for external registration. When students register for those courses from the Campus Marketplace, their information is sent to the J1 system for review. Students are added to the system as external users, get converted to internal users to receive an ID Number, and are registered for course sections. After students are registered, they are granted access to the Campus Portal to take the course.
External Registration Settings
When external students are converted to internal students, they are assigned default values based on your school's desired configuration. These values are assigned to every external student that is converted and can also be updated manually for individual students.
The Student Division is the program category assigned to a student (e.g., undergraduate, continuing education, etc.). The options are maintained on the Division Definitions page, and the assigned division is visible on the Student Information Details page, General Information tab, Current Division.
The Web Registration Group determines how students can register for courses (e.g., timeframe for registering, approval requirements, hold requirements, etc.). The options are maintained on the Web Registration Group Definitions page, and the factors that determine how the group can register are defined on various pages. The assigned group is visible on the Student Information Details page, Enrollment tab.
Tip
For additional information about how Web Registration Groups are used for student registration, see the Web Registration Group Definitions topic.
The Grade Scale and Credit Type combination determines the set of grades available to assign to students on grade entry pages. The grades available for the each combination are maintained on the Grade Table Definitions page, and instructors can manually change the grade details for students on the Manage Student Section Details page.
The Campus Portal Group determines how students access features and information in the Campus Portal. The group names are defined in the Desktop Role Definition window, and the access granted to those roles is maintained in the Campus Portal site and page settings.
The Max Rows to Process limits the number of sections that can be transferred to an external system at a time. Once you've flagged sections that allow external registration, the integration tool sends section information to the external system at the scheduled time. We recommend setting this to 50 for best performance.
Permissions Required
The default Registration Module Manager role has the 'Can view Registration Settings page' permission that allows users to manage external registration settings.
Access the Registration Settings page and click the link to the External Registration section.
Select a Student Division.
Select a Web Registration Group.
Select the Grade Scale and Credit Type.
Enter a Campus Portal Group name.
Note
You'll need to manually enter one of the Portal Role IDs from the Campus Portal Security: Roles page. The name entered must exactly match what is on the Campus Portal Security: Roles page.
In the Max Rows to Process, enter a number between 10 and 50.
The Jenzabar Unity Platform uses a configurable Boomi process to send information between Campus Marketplace and J1. Contact your services team for additional information about integration between J1 and the Jenzabar Unity Platform.
When students are first brought into J1 from Campus Marketplace, they are added to a row in the ExternalPerson table. After they are converted to internal students, that row is removed from the ExternalPerson table and rows are added to the following tables:
NameMaster
student_master
nslc_student_mast
degree_history
student_div_mast
tw_web_security
tw_grp_membership
Project Codes in Registration General Settings
Use these settings to determine how project codes and permissions are set on newly created course sections.
The checkboxes: You can select none, any, or all of the checkboxes. They're not validated against each other.
When creating a section, generate the Project Code from the Course Request number: The system automatically creates a project code using the Course Request Number.
When creating a section, allow user to enter or edit the Project Code: The system shows an alert if the Project Code field on the Create Section pop-up is blank.
When copying a section, copy its Project Code: The system copies the project code from the source catalog course or course section to the copied section.
Project Code Default Access Permissions
Important
These options are available only if your school has the General Ledger license.
Use groups designated in Desktop: Permission is assigned via the tasklist groups selected in Desktop on the Registration Configuration window, Project Code tab.
Use roles designated in J1 Web: Permission is assigned through J1 Web roles. When you select this radio button, you can enter one or more default roles in the Default Role for Access to Project Codes field.
Note
Permission to project codes is available only in the General Ledger Accounting Project Access role and in roles copied from it. It's not available in Registration roles.
Note
Even when you select Use roles designated in J1 Web, the Default Role for Access to Project Codes applies only to sections created in J1 Web. If you create course sections in Desktop, they use the tasklist groups designated in Desktop on the Registration Configuration window, Project Code tab.
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
Scroll down to the Project Codes category.
Click the Edit this section button.
Select none, any, or all of the checkboxes for what happens with project codes when you create a section.
In the Project Code Default Access Permissions category, select one radio button.
Use groups designated in Desktop: Tasklist groups are used when you create sections in J1 Web.
Use roles designated in J1 Web: J1 Web roles are used when you create sections in J1 Web. When you select this radio button, the Default Role for Access to Project Codes field becomes available.
If you're using J1 Web roles, then in the Default Role for Access to Project Codes field, start typing a role name, and select from the list.
Note
Only the General Ledger Accounting Project Access role (and roles created from it) are available.
Click the Save this section button.
FERPA in Registration General Settings
The FERPA settings on the General Settings page on the Registration Administration hub allow you to set default start and end dates for FERPA permissions. You can also set the default Alternate Name Type for FERPA records.
These are the settings you can enter and edit:
Default Start Date: The first date the permission is available
Default End Date: The date the permission expires
Alternate Name Type
Degree Name
Legal Name
Married Name
Professional Name
Transcript Name
From the Registration Administration Hub options drop-down, select Settings and then General settings. The General Settings page appears.
Scroll down to the FERPA category.
Click the Edit this section button.
In Default Start Date and Default End Date, enter dates you want prepopulated when FERPA permissions are created. (They'll be editable in the permissions.) If you don't want default dates, you can leave these blank.
In Alternate Name Type, select an option from the drop-down. The options are defined on the Additional Name Type Definitions page and stored in the AlternateNameTypeDefinition table.
Click the Save this section button.
Course Roster Report Layout in Registration General Settings
Use this setting to select a report layout for the Course Roster Report PDF. Users can generate the PDF on the following pages:
Course Roster
Course List (Academic Department hub)
My Course List (Faculty hub)
Manage Sections (Registration Administration hub)
The <Original> layout is provided by Jenzabar. Your school can create other layouts using InfoMaker or another tool.
On the Registration Administration hub, click the Hub options drop-down.
Select Settings and then General settings. The General Settings page opens.
Scroll down or click the anchor link to navigate to the Course Roster Report Layout category.
Click the Edit this section button. The page is now in edit mode.
In the Layout drop-down, select a report layout.
Click the Save this section button. Your selection is saved, and the page returns to view mode.
See the Working with Reports topic.
Section List Report Layout in Registration General Settings
Use this setting to select a report layout for the Section List Report PDF. Users can generate the PDF on the following pages:
Course Roster
Course List (Academic Department hub)
My Course List (Faculty hub)
Manage Sections (Registration Administration hub)
The <Original> layout is provided by Jenzabar. Your school can create other layouts using InfoMaker or another tool.
On the Registration Administration hub, click the Hub options drop-down.
Select Settings and then General settings. The General Settings page opens.
Scroll down or click the anchor link to navigate to the Section List Report Layout category.
Click the Edit this section button. The page is now in edit mode.
In the Layout drop-down, select a report layout.
Click the Save this section button. Your selection is saved, and the page returns to view mode.