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Academic Advising Module Manager Permissions

The default Academic Advising Module Manager role is for your school's Advising Module Managers responsible for managing advising users and features. Users in this role can control user permissions to Advising features and module settings.

Academic Advising Roles

Permission

Users with this permission can. . .

Can view roles

Review all available roles in Web including a description of the role, the module associated with the role, and the number of active users associated with the role.

Can edit non-default roles names and descriptions

Update role names and descriptions as they want them to appear to other users. This lets them customize role names to be consistent with departments and positions at your school. They can also make descriptions more detailed to clarify the differences between roles with similar privileges.

Can create roles

Create new roles with varying permissions based on existing advising role templates. This lets them create roles appropriate for users needing limited access or users who may need fuller access to additional information. As many roles with varying permissions as needed can be created.

Can copy roles

Create new roles with varying permissions based on existing advising roles. Manage user privileges by creating as many advising roles with varying permissions as needed (e.g., users can create advising roles appropriate for coaches who only need limited access and department chairs who may need access to additional information). Allows users to manage permissions at a granular level.

Can add and remove user role assignments

Assign and remove users to and from Web Advising-related roles. Users can be assigned to multiple roles to control their access to Web Advising information and the tasks they can perform. Quickly add and remove users from advising roles to immediately grant and revoke access to information and tasks.

Can change role permissions

Add and remove access to features and information throughout Web Advising. Customize roles to fit the needs of each advising user group. Restrict and grant privileges for all advising users associated with the advising role as opposed to individually.

Can change what the role can access

Add and remove access to student information according to department, team roster, course roster, location, etc. Manage who can grant and revoke access to student information according to their specific needs.

Can delete non-default roles

Delete advising-related roles no longer needed. Roles can only be deleted when all users assigned to it have been reassigned to another role. Manage roles and remove unneeded ones to eliminate confusion.

Note

Deleting a role won’t delete the role template. It is still available when creating new roles.

Advising Administration

Permission

Users with this permission can . . .

Can view section planning confidence indicator

View the block and percentage of advisees with an academic plan to ensure confidence in the number of students on-plan for building course sections.

Can view section planning advisor & advisee details

  • Perform all features available with Can view published advising cycles permission.

  • View the number of advisees on-plan, who have their requirements planned, and who have their requirements planned to the course level.

  • Access a full list of advisees and their associated advisors that can be filtered by status.

  • Drill down into planning statistics to determine planning reliability.

  • Determine if course sections can be accurately set up with the Registrar's off.

  • Access detailed information for students on or off-plan to determine if planning issues are anomalies or trends.

Can view FERPA policy & contact

View a copy of your school’s FERPA policy and contact information for your campus FERPA specialist, if available.

Can manage settings

Manage Advising settings that apply to all Web Advising users in a single location:

  • Standard advising meeting details appear when advisors are casting their appointment blocks, which saves advisors from repeatedly entering meeting notes, location, and duration.

  • Provide a PDF version of FERPA and designate a FERPA contact, which helps ensure adherence to FERPA requirements by making information easily available.

  • If using Jenzabar Retention, determine how early alerts and follow-ups are handled in Web which helps quickly identify "at risk" students so they can get the intervention needed to ensure retention.

Can copy programs, minors, concentrations, & certifications

NOTE: If your school is not utilizing Web academic planning, this feature is unavailable and permission is not needed.

  • Copy selected requirement sets from a program, minor, concentration, or certification to another catalog year. This allows the module manager to quickly set up the requirements for a program, minor, concentration, or certification for a selected year.

  • Copy a program’s academic plans to create a default plan that can be customized as needed, which alleviates the time needed to create a new academic plan for each program from scratch and consolidates the Desktop process of setting up academic advising trees, GPA profiles, degree/aim cross references to create plans for the next year.

  • Individually select the requirements ensuring only those requirements ready to be copied are included. Allows advising users to continue working on curriculum and only copy requirements that are ready.

  • Keep the new plan in a draft status until ready for advisors to use allowing for additional updates to the requirement trees or degree/cross references.

  • Publish the new plan to make it available for advisors to use.

Can manage goal types

Determine how student goals will be grouped at your school by creating, managing, and activating/ deactivating goal types. These types are selected when users create new goals or update existing ones.

Can edit Register by Plan On/Off setting

Activate Register by Plan so students with plans use the "My Schedule" Campus Portal feature rather than the "Add/Drop Courses" Campus Portal feature.   Note: Available only if Academic Advising is activated.

Can edit Register by Plan Days Before Add/Drop to Open My Schedule Calendar Tool

Determine when students can start using the "My Schedule" Campus Portal feature to plan the next term's courses, which allows students the appropriate amount of time to create their schedules and receive approvals and clearances.

Can manage aim labels

Create, edit, and delete aim label definitions.

Can manage advisees

View advisees with their advisors and key information. Make advisees active or inactive. Send communications to advisees and advisors.

Can manage advising requirement types

View, create, edit, delete, and download advising requirement type definitions.

Can manage advisors

View advisors with their advisees and key information. View and edit their roles. Send a communication to one or more advisors.

Can manage requirement met by types

Create, edit, and delete requirement met by type definitions.

Can manage alterations

View, create, approve, download, and delete alterations to student aims on the Advising Alterations page.

Can view catalog courses

View catalog courses on the Manage Catalog Courses page.

Can manage GPA profiles

View, add, copy, move, and remove elements from Program GPA Profiles.

Can manage student aims

View and modify a student's aims on the Student Aims page.

Can view section projections

View section enrollment information on the Section Projections page.

Can manage advisor sets

View, create, edit, and manage advisor sets, and set up automated advisor assignments.

Can manage TSI Student Status

View and edit Texas Success Initiative (TSI) student status. Your school must have the Texas State Reporting license.

Advising Cycles

Permission

Users with this permission can . . .

Can view published advising cycles

View published advising cycles’ information including milestone dates on their advising calendar and current milestone progress. This helps ensure a successful advising cycle and is especially important when students are required to have registration clearance or approval.

Can create and edit advising cycles

All features available with Can view published advising cycles permission are also available with this permission.

Module Managers with this permission can create advising cycles that specify date ranges and milestones with automated messages and tasks to keep advisors and advisees on target. Milestones can include when an advisor is available to meet with their advisees and the period of time when those meetings will end for a selected catalog year/term or sub-term. Administrators can also monitor advisor progress in setting up the required number of meeting times and actual meeting occurrences.

Academic Plans

Permission

Users with this permission can . . .

Can view academic plans

NOTE: If your school is not using Web academic planning, permission is not needed.

Review the curriculum for their advisor’s advisees and ensure their advisees are progressing with completing their selected program. Permissions include:

  • View-only access to draft, shared, and published academic plans.

  • Access academic plan information for advisor’s advisees including major/ minor/ certification requirements and progress towards these requirements.

  • Notify advisors if there are requirements that have not yet been assigned to the advisee’s plan and access a view-only version of the advisee’s academic plan. Users in this role cannot modify the plan.

  • Export the plan to PDF for distribution.

Can edit academic plans

NOTE: If your school is not using Web academic planning, permission is not needed.

Aid advisors with planning their advisees’ curriculum to help ensure they make progress toward completing their selected program. Permissions include:

  • View detailed academic plan information. All features available with Can view academic plans permission are also available with this permission.

  • Manage academic plans for available programs.

  • Export plans to PDF for distribution.

  • Notify advisors if there are requirements that have not yet been assigned to the advisee’s plan.

  • Add or remove terms to the advisee’s plan as needed to meet program requirements.

  • Assign and remove program requirements to the advisee’s plan as needed.

  • Review, approve, and deny student changes to academic plans.

Employees

Permission

Users with this permission can . . .

Can view advisor meeting status

View the number of meetings an advisor has or has not held with their advisees. Advising meetings are particularly important if students require registration approval or clearance. Not meeting could impact their ability to register for courses. 

They can also access available Advisor or Advisee pages for more details or contact information which can help determine why meetings might not have occurred or quickly access contact information in order to call or email an advisor or advisee.

Programs

Permission

Users with this permission can . . .

Can create plans from programs

NOTE: If your school is not using J1 Web academic planning, permission is not needed.

Create academic plans to be associated with a major, minor, certification, etc. Identify programs that are ready for planning and start the planning process or review the programs not quite ready for planning yet once program requirements are finalized.

Can view programs

View-only access to review a list of the programs offered at your school and use filter/search features to see them by year, status, and degree. This allows users to determine if a program is planned, ready for planning, or doesn’t require planning. Users with permission can also review draft and published program information including how many students are enrolled and CIP code. Quickly find and review a program at your school.

Can edit programs

NOTE: If your school is not using J1 Web academic planning, permission is not needed.

Access all features available with Can view programs permission are also available with this permission. Users with this permission can also:

  • Assign program requirements to the appropriate year/terms or sub-terms.

  • View assigned program requirements.

  • Add year/terms or sub-terms, if needed.

  • View the plan setup progress bar.

  • Identify required courses that advisee needs to be assigned to.

  • Monitor advisor progress in setting up the required number of meeting times and actual meeting occurrences.

Students

Permission

Users with this permission can . . .

Can view registration status

NOTE: If your school does not require registration clearance or approval, this permission might not be needed.

Monitor student registration progress during a selected advising cycle. Allows module managers to ensure students are registering and identify and resolve potential registration issues. Users with this permission can also view a list of the student advisees associated with a selected advising cycle. Use filter/search features to see them by registration status and/or primary advisor.

Can unlock student records

Identify and unlock a hold on a student’s record that could impact the advising process or student registration.

Can view student section list

View all students' section list pages, available from the student summary page.

Can create/edit meetings

Create new meetings from the calendars they can access in J1 Web. They can also change the location, day, and/or time of meetings they create.

Tree Building

Permission

Users with this permission can . . .

Can create plans from programs

Create academic plans from for students from existing academic programs on the Advising Administration hub.

Can manage advising requirement definitions

Create, edit, and delete advising requirement (ARC) definitions on the Advising Administration hub.

Can manage advising trees

Create, edit, copy, and delete advising trees on the Advising Administration hub.

Can manage degree/aim cross-reference

Create, edit, and delete degree/aim cross-reference definitions on the Advising Administration hub.

Additional Permissions

Permission

Users with this permission can . . .

Can manage blocks on Advising Administration hub

Add, enable or disable, and remove blocks from the Advising Administration hub. Edit custom-content blocks.

Can manage blocks on student home page

Add, enable or disable, and remove blocks from a student's Summary page. Edit custom-content blocks.

Can manage blocks on Academic Advising hub

Add, enable or disable, and remove blocks from a the Academic Advising hub. Edit custom-content blocks.