Set Up Add/Drop Courses and Student Registration
Warning
The Student Registration feature is intended to replace the Add/Drop Courses feature. The Student Registration feature encompasses the elements of the Add/Drop feature, but it is greatly enhanced so that students are guided to register for courses that fit their academic plan or degree audit.
Note
The Add/Drop Courses feature is also called the Course Schedules feature in some places, such as the Global Portlet Operations page.
J1 Web Setup
Note
Web Registration Groups are also called Tel/Web groups, Registration groups, and Registration Control groups. (A consistent naming pattern is planned for a future release.)
There are several tasks in setting up Web Registration groups:
Define them.
Assign them to year/terms.
Assign students to them.
On the Registration Administration hub, click the Hub options drop-down.
Select Manage definitions and then Web registration group definitions. The definitions page opens.
See the Web Registration Group Definitions topic for details on creating, editing, downloading, and deleting groups.
On the Registration Administration hub, click the Hub options drop-down.
Select Manage definitions and then Year / term / subterm definitions. The definitions page opens.
Select one or more rows on the definition list.
Click the Options drop-down, and select Year / Term Control for Registration Control Groups. The Manage Year / Term Control for Registration Control Groups spreadsheet slides open.
In the Manage spreadsheet, edit existing rows or click the Create definition button to add a new row.
In each row:
Select a Year/Term and a Registration Control Group (also called Web Registration group and Tel/Web group).
Select dates for students using the Campus Portal to add, drop, and withdraw from courses.
Select a Campus Portal Withdrawal Option.
Select Grade Blackout dates, if applicable.
Select the checkboxes for Registration Clearance and/or Advisor Approval if they're required for this group.
Select the checkbox for Ready for Advising Cycle if applicable. (This allows the Advising Manager in J1 Web to assign the advising cycles to the group. If assigned, it appears here in the Advising Cycle column.)
Select a Plan Sensitivity option. This controls how closely the students in this group must follow their academic plan when they register.
Click the Save icon on the spreadsheet's toolbar.
Click the Close button.
For subterms, follow the same steps, but in Step 4, select the Subterm Control for Registration Control Groups option.
To assign an individual student to a Web Registration group:
On a student's Summary page, click the Person options drop-down.
Select Student > Student > Manage student details. The Student Information Details page opens.
On the Enrollment tab, click the Edit details button.
In the Registration Control Group drop-down, select a group.
Click the Done editing button.
To assign multiple students to a Web Registration group:
From the Registration Operations hub, click the Hub options drop-down.
Select Student information and then Manage student enrollment information. The Manage Student Enrollment Information page opens.
Use the the Student Enrollment Filter to find the students you want to assign, and select the checkboxes for those students.
Click the Options drop-down, and select Edit selected. The Edit Enrollment pop-up opens.
Under Select a Detail to Update, select Web Registration Group from the drop-down.
In the other drop-down, select a group.
Click the Update button.
Note
These are instructions for setting up one or more course sections at once on the Manage Sections page. If you're setting up an individual section, you can also use the Manage Section Details page.
From the Registration Administration hub, click the Hub options drop-down.
Select Admin options and then Manage sections. The Manage Sections page opens to the Section Demographics view.
In the view drop-down, select Portal Controls. The view switches to Portal Controls.
Use the Section Filter to find the sections you want.
Select the checkboxes for the sections you want to make available.
Click the Options drop-down, and select Edit selected. The Edit Section Portal Controls pop-up opens.
Under Select a Detail to Update, select Show in Campus Portal from the drop-down.
In the other drop-down, select an option for how the class will be displayed in the Campus Portal:
None
e-Racer, eLearning, and Campus Portal features for students and faculty
e-Racer, eLearning, and Campus Portal features for students only
e-Racer, eLearning, and Campus Portal features for faculty only
Campus Portal for students and faculty
Campus Portal for students only
Campus Portal for faculty only
e-Racer and eLearning
Click the Update button. Your changes are saved, and the pop-up closes.
To make more selections for the selected course sections, again click the Options drop-down, and select Edit selected. The Edit Section Portal Controls pop-up opens again. Select any of the following details to update. Select a value, and click the Update button.
CRM Display of Cross-Listed Sections: Select an option. Ensure that you have the same setting for all the sections that are cross-listed with each other.
Display Child Sections on Parent Sections List
Display Child Sections and Parent Sections Separately
None
Must Pay:
Yes: The student must pay for the course. Before payment, their registration is R - Reserved. Upon payment, the status changes to C - Current.
No: The student can register for the course with whether or not they've paid already.
Public Registration:
Yes: Unmatriculated students who are guest users of the Campus Portal can register for the course section.
No: The Public Registration icon doesn't appear; the course is unavailable for guest users.
Course Authorization Required: checkbox if the course is one for which you want to restrict registration to the students who get a Course Authorization from the instructor of the course. When the instructor gives a Capacity authorization to the student, the Add checkbox becomes available to that logged-in student.
Yes: Students must get authorization from the instructor before they can register themselves in the Campus Portal.
No: Course authorization isn't required.
If you want the following dates for the course to be different than the dates set for the Term or Subterm, enter the dates as described below:
Add Begin Date and Add End Date: The date range users are permitted to add courses.
Drop Begin Date and Drop End Date: The date range users are permitted to drop courses.
From the Registration Administration hub, click the Hub options drop-down.
Select Admin options and then Manage sections. The Manage Sections page opens to the Section Demographics view.
Use the Section Filter to find the section you want.
On the section's row, click the Actions drop-down, and select Manage section details. The course section's Manage Section Details page opens to the Section Demographics tab.
On the Portal Controls tab, click the Edit details button.
Under Restrict Registration, select one or more groups in either or both of the drop-downs, or leave either or both blank. You can use these to limit registration in this course section in two ways:
Restrict Registration by Section: You can select one or more groups. Registration in this section will be limited to those groups.
Only students in the selected groups can register for this course section.
If no groups are selected here, then students in any group can register for this course section.
This setting is useful if you want to restrict some course sections to only particular groups (honor students, for example).
Restrict Registration by Web Group: You can select one or more groups. Students in the selected groups can register only for this course section (and any other section in which their group is selected in this setting).
Students in the selected groups can register only for this course section. They can't register for anything else—no section of any catalog course, unless that section also has their group selected in this setting.
This doesn't prevent others from registering for this course section (but the Restrict Registration by Section setting could).
If no course sections have groups selected here, then there are no groups who are restricted to only particular sections.
This setting is useful if you want certain groups (dual-enrolled students, for example) to be limited to a particular subset of courses.
Click the Done editing button. Your changes are saved.
You can designate Meeting Types so students know whether a course section is an online meeting, a lecture, a lab, or any types your has defined. Students see the Meeting Types when they view details of sections they see in the Course Search, the My Schedule feature, and on their planning calendar.
Note
Meeting Types are not mandatory, but they're useful to help students select sections.
First view the existing Meeting Types, and create more if you need them.
From the Registration Administration hub, click the Hub options drop-down.
Select Admin options and then Manage sections. The Manage Sections page opens to the Section Demographics view.
Use the Section filter to find the course sections you want.
Select the checkboxes for the sections, click the Options drop-down > Edit selected. The Edit Section Demographics pop-up opens.
Under Select a Detail to Update, select Meeting Type.
In the other drop-down, make a selection.
Note
Meeting types are maintained on the Maintain Table Values page. Column Name: crs_meeting_type. Description: Course Meeting Type
Click the Update button. Your changes are saved, and the pop-up closes.
Tip
Some of these settings are defaults for course sections. They can be individualized for the section on the Manage Sections and Manage Section Details pages.
Tip
For details on each setting, see the help topics for the various settings pages.
On the Campus Portal (JICS) Settings page:
This page has many important settings for students registering in the Campus Portal. These are the categories of settings:
Campus Portal Course Search
Campus Portal Student Registration Feature
Campus Portal Registration Configuration
Campus Portal Student Grade Report
Campus Portal Student Course Withdrawal
Citizenship Settings for the Ethnicity and Race Form
Ethnicity and Race Settings for the Ethnicity and Race Form
Controls for Faculty and Student Features
On the Registration Limits page:
Automatically drop students from reserved courses after payment or approval deadlines and its subsettings
Sometimes you need to override registration errors. Make sure the right people are in the relevant roles and that the relevant permissions are selected in those roles.
The following roles have at least some override permissions:
Registration Override and Access Control: Comprehensive set of override permissions
Course Information - Access to All Courses
Department Head Course Access
Faculty - Access to Courses and Students by Course Permissions
Registrars
Registration Module Manager
For lists of permissions, see each role's topic. For instructions, see the Using Roles to Control User Access in Registration topic.
Use the Campus Portal (JICS) Settings page to set the defaults for which information appears in the course search. You can turn Location and Place on. The information appears in the Campus drop-down on the Course Search page.
To change this setting for an individual course:
From the Facilities hub, click the Hub options drop-down, and select Campus Locations. The Campus Location page opens.
On the row for a location, click the Actions drop-down, and select Edit. The Edit pop-up opens.
In the Show in Campus Portal drop-down, select Yes.
Click the Update button. Your changes are saved, and the pop-up closes.
From the Processes hub, click the Hub options drop-down.
Select Holds and then Holds Definitions. The Holds Definitions page opens to the Types view.
Select the Codes view.
Select the Show in Campus Portal checkbox for each Hold Code you want displayed to students in the Campus Portal.
Note
You may need to use the scroll bar at the bottom of the page to find the Show in Campus Portal column.
Click the Save icon on the spreadsheet toolbar.
Campus Portal Setup
These settings can be done by the Student Administrator and/or Advisor Administrator, depending on which role you want to do the setup. These settings will be applied to all instances (copies) of the page on which the feature is located.
Log in as the Campus Portal administrator.
Click the Admin this portlet link. The setup page appears.
In the Public Registration Login Password Request Form drop-down list, choose the request form that will be used by the Public Registration feature to request a login and password.
Note
This setting affects the feature only on the Add/Drop page and Student Registration page.
Tip
This form is used when new users request a login in order to register for a Public Registration course. You must create your Public Registration form in Form Builder before you can select it from the drop-down list. Prior to turning on Public Registration in the Add/Drop Courses or Student Registration feature, you must add the Public Registration feature to a page and use the feature to define the form.
Note
After the user completes the form, the New Account Messaging feature sends login and password information to the user to use to register for public registration courses.
Select or deselect the appropriate Portal Settings options.
Caution
These settings affect the Add/Drop Courses and Student Registration features on all pages of the portal.
Checkbox
Notes
Display the Course Method Column
Display All Courses, including Courses the Student Is Not Allowed to Add
Selected: All courses show, even courses the student can't register (but a registrar, advisor, or instructor may be able to register them)
Unselected: The student can see only courses they're permitted to register themselves for
On the Details Screen, Display the Link to a Catalog Page for each Course
Use the Catalog Master Extension window in J1 Desktop to store URLs for the desired Catalog Master records.
You can select multiple settings for Add/Drop functionality in the Add/Drop Settings group.
Checkbox
Notes
Allow students to register by Course Code
Allows students to type in a course number to select from a drop-down list instead of doing a search to select the course from a list.
Allow students to register by the Course Reference Number
Shows an additional "Add by Reference#" tab and uses the Account Number on the Courses window.
Make the "Add by Reference #" tab the default tab on the Add/Drop screen
Use the Advisor Approval Process for Selected Students
Allows students to register, at which time the courses are "reserved" for a designated period of time for advisors to approve the course. If you have individual courses with Add/Drop dates that are different than the Year Term Subterm window settings, then Jenzabar recommends that you do not select this checkbox.
Hide the 'Notify Advisor' email link
Hides the link on the Add/Drop Courses and Student Registration page.
Use the Registration Clearance Process for Selected Students
Prevents a student from registering until the advisor has granted clearance in the Advisee Roster feature.
Use the Must Pay Course Process for Selected Courses
Places student registrations in a Reserved status until the student pays for the course.
Allow Guests to Request a Login so they can Register for Courses not Requiring Matriculation
Select only after you have installed the Public Registration feature and created the Public Registration form.
Allow Students to Edit the Credits Column for Courses with Variable Credit
Select only if you have courses that students may take for different amounts of credit and if you wish to allow them to enter the number of credits on the Add/Drop Courses page.
Allow Students to Edit the Credit Type for Courses with Variable Grading Type
Select only if you have courses that students may take for different types of credit and if you wish to allow them to select from the allowed Credit Types on the Add/Drop Courses or Student Registration page.
Allow Students to Add Themselves to a Waitlist for a Course that is full
Select if you have J1 Desktop configured to allow waitlisted registrations and you wish to allow students to register themselves with a waitlisted status.
Disable Add Courses buttons when Add Period is closed
If you have individual courses with Add/Drop dates that are different than the Year Term Subterm window settings, then Jenzabar recommends that you do not select this checkbox.
To edit the Personal Info Update form in Form Builder, click the Edit Personal Information Update Form link.
Select the checkbox labeled Allow advisors to confirm and update personal information on behalf of their advisees if you wish to allow this to happen.
To edit the Registration Agreement form in Form Builder, click the Edit Registration Agreement Form link.
Note
Students must agree to a registration agreement before they can register. This registration agreement is shown to students who are flagged in J1 Desktop as needing to agree in order to register.
Select the checkbox labeled Allow advisors to accept the agreement on behalf of their advisees if you wish to allow this to happen.
Click Save (or Cancel).