Activity Staff Position Definitions

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.

The Activity Staff Position Definitions page is where you define staff positions for all the activities available at your school. First define the positions, from head coach to band director to intern, and then associate activity types with each position.

Example

Permissions Required

To manage Activity Staff Position Definitions, you must be in the Student Activities Administrator or Student Life Module Manager role (or a role copied from one of those roles) with the "Can manage activity staff position definitions" permission enabled.

Where Activity Staff Position Definitions Are Used

Activity staff position definitions are used when you define activity seasons and throughout modules in J1 Web where staff manage sports and activities.

How To

View Activity Staff Position Definitions

From the Student Activities Administration Hub page, click the Hub options drop-down and select Activity staff position definitions. The Activity Staff Position Definitions page opens.
For each staff position listed, the page displays the position's unique code; a brief description; how many activity types are currently associated with the position; if the definition is active; if it will be displayed in drop-downs; and if this position is a head coach position.
To filter the list, type a word, phrase, or other search text in the Quick Filters field and select Add '[your search text]' when it appears.

Edit Order

The Edit Order options let you set the order in which definitions appear in drop-down menus.

Click the Edit Order button. The Edit Order window opens.
You can change the order of definitions using either the Sort By and Order By drop-down menus or by dragging and dropping the definitions into your preferred order.
1. Sort By and Order By:
  1. From the Sort By drop-down, select the column you want to sort by.
  2. From the Order By drop-down, select Ascending or Descending.
2. Drag and drop:
  1. Hold your cursor over the vertical arrow icon on the left side of the row until the cursor changes to a hand icon.
  2. Click and hold while you drag the definition to the new location.
  3. Release the mouse button.
3. Click Update.
After you click Update, your changes are saved in the following ways:
- The definitions are listed in the saved order whenever they appear in drop-down menus (where a user selects from the list of definitions).
- If the definitions are used in calculations or rules where priority matters, the definitions are now in your saved order of priority.
- The definitions page is now sorted according to your changes.

Create Activity Staff Position Definitions

On the Activity Staff Position Definitions page, click Create definitions. The Create Activity Staff Position Definitions pop-up opens.
Required fields are indicated by a red asterisk.
Enter a unique Code for the position. The code can contain a maximum of 10 characters.
Enter a brief Description for the position (e.g., Head Coach or Band Director). The description can contain a maximum of 60 characters.
Select Yes or No from the Active drop-down to indicate if the definition is active or not.
Select Yes or No from the Display in Drop-Down menu to indicate if the definition will appear in drop-down menus.
Select Yes or No from the Head Coach drop-down to indicate if this is a head coach position.
Click Save and create another to save the definition and clear the fields so you can create another. Click Create and close to save the definition and close the window.

Edit Activity Staff Position Definitions

Click the Edit icon for the definition you need to edit. The Edit Activity Staff Position Definition pop-up opens.
All fields except the Code are editable.
Make changes as needed.
Click Update to save the changes and close the window.

Associate Activity Types

After you've created a staff position, you can associate activity types to it. You can also add activity types to an existing staff position.

From the Activity Staff Position Definitions page, click the Associations button in the Activity Type column for the position you need to update. The Manage Association window for the position opens.
Activity types already associated with the position are listed under Existing Associations.
To remove an existing activity type, click the Remove icon next to the activity type you want to delete.
To add a new association, click in the Activity Type field under Add Associations and select an activity type from the list.
To associate additional activity types, repeat step 3 as needed.
When you are done, click Update to close the window and return to the definitions page.

Delete Activity Staff Position Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download to Excel

Download to Excel Options

Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
- Autofit columns: Fits column width to the data so that fields are not truncated.
- Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
- Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
- Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.

FAQ

Why can't I see Activity staff position definitions in the Hub options drop-down?

You might not have the necessary permissions to view and create activity definitions. Make sure you are in the Student Activities Administrator or Student Life Module Manager role (or a role copied from one of those roles) with the "Can manage activity staff position definitions" permission enabled.