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. . . |
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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. NoteDeleting a role won’t delete the role template. It is still available when creating new roles. |
Advising Administration
Permission | Users with this permission can . . . |
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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 |
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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:
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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. |
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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 . . . |
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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 . . . |
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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:
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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:
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Employees
Permission | Users with this permission can . . . |
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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 . . . |
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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:
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Students
Permission | Users with this permission can . . . |
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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 . . . |
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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 . . . |
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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. |