Jenzabar Campus Portal Features Help Hub

Advisee Roster

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 Advisee Roster feature allows you to search for and view a list of your advisees and to view information about a selected advisee. Information about the advisee is available via links (if you have been given permission by the Campus Portal administrator) to Student features/screens.

Search for Advisees

You search with or without filters for your advisees, and there's an advanced search feature. The results are listed in a table with the following information:

Column

Description

FERPA Restrict

The warning icon Exclamation Icon indicates that a FERPA restriction exists in the Name Master table in J1 Desktop, which means that this student does not want personal/academic information disseminated.

Email

Select the checkbox for each student you want to send an email to. The email icon Email Icon indicates that an email address exists for the student.

Name

The advisee's name is displayed. If the information icon Info Icon appears, click it to view personal information about the advisee.

Student ID

The Student ID associated with the advisee is displayed.

Needs to Register?

A Y is displayed if the advisee has not yet registered.

Registration Clearance

Data is displayed in this column only if the Use the Registration Clearance Process for Selected Students checkbox has been selected in Course Schedules. Button values are Remove and Grant; text values are Not Applicable and Term Expired.

Note

This column is not displayed on the Printer Friendly version if you selected a status of All AdviseesActive Advisees, or Inactive Advisees on the search screens.

You can export the search results to Excel, and you can send an email either to all the advisees in the table or to only those you select.

When you click a student's name, the Advisee Details page opens.

Advisee Details

This page lists this student information:· 

  • My Info pop-up window

  • Email Address

  • Address

  • Classification

  • Max Credits

  • Advisors

These links are in the Tools and Information section:·       

  • Academic Records

    • Academic History

    • Grade Report

    • Unofficial Transcript

  • Registration

    • Add/Drop Courses

  • J1 Desktop

    • Student Schedule

    • Advanced Course Search

  1. Log in as the Campus Portal administrator.

  2. Access the Advisee Roster feature.

  3. Click the Admin Toolbar drop-down, and then click Preferences. The Preferences page appears.

    1. Select from the Default Advisee Division drop-down list the default division you want to be displayed for the search criteria in the Advisee Roster feature when the feature is first opened.

    2. Select from the Default Advisee Status drop-down list the default status you want to be displayed for the search criteria in the Advisee Roster feature when the feature is first opened.

    3. Click Save Changes.

  4. Click the Admin Toolbar drop-down, and then click  Settings. The Settings page appears.

To initiate a Search:

From the Advisee Roster feature, enter the appropriate search criteria, and click the From the Advisee Roster feature, enter the appropriate search criteria, and click the Search button.

The results list is displayed on pages of 25 names per page. If more than 25 names are returned on the results list, the first 25 names are displayed at the bottom of the search criteria and an alphabet navigation link based on the start and end of additional pages is displayed.

To initiate an Advanced Search:

  1. From the Advisee Roster feature, click the Advanced Search link.

  2. Enter the appropriate Advanced Search criteria and Name Search options, and click the Search button. Names of Advisees meeting the search criteria are displayed below the search criteria.

  1. From the Advisee Roster feature, initiate a Search or Advanced Search. Names of advisees meeting the search criteria are displayed below the search criteria.

  2. Click the name link of an advisee. The Advisee Details screen opens and displays detailed information about the advisee and available links to other information.

    Note

    If the Register by Plan feature is turned on, the Add/Drop Courses link isn't available if the student has an academic plan. Students with academic plans register using the My Schedule (Register by Plan) page, which is linked from their Course Schedules feature. (The Advising Administrator can turn Register by Plan on or off in the Academic Planning section of the Advising Settings in J1 Web.)

  1. Log in as the Campus Portal administrator.

  2. Access the Advisee Roster feature.

  3. Click the Admin Toolbar drop-down, and then click Preferences. The Preferences page appears.

  4. In the Default Advisee Division drop-down, choose the division to be displayed for the search criteria when you first open the Advisee Roster feature. The options in this drop-down list are defined in the institution's database.

  5. Click Save Changes.

  1. Log in as the Campus Portal administrator.

  2. Access the Advisee Roster feature.

  3. Click the Admin Toolbar drop-down, and then click Preferences. The Preferences page appears.

  4. In the Default Advisee Status drop-down, choose the status to be displayed for the search criteria when you first open the Advisee Roster feature.

  5. Click Save Changes.

  1. From the Advisee Roster feature, initiate a Search or Advanced Search.

  2. Names of advisees meeting the search criteria are displayed below the search criteria.

  3. Click the Export to Excel link.

  4. Excel opens and displays the advisee data.

  5. You can perform any Excel operation on the data.

  1. From the Advisee Roster feature, initiate a Search or Advanced Search.

  2. Names of Advisees meeting the search criteria are displayed below the search criteria.

  3. You can send an email message to all advisees by clicking the Email All Advisees link.

    1. Your default email form is displayed with the Recipients indicated.

    2. Select the Public or Private radio button. If you select the Public radio button, you can also select the Send a copy to yourself checkbox.

    3. Enter text in the Subject line and the Body. Format the text as you wish.

    4. Attach a file if desired.

    5. Click the Send button.

  4. You can send an email message to selected students.

    1. Select the Email checkbox beside the names of the students you want to send the email message to.

    2. Click the Email Selected Students link.

    3. Your default email form is displayed with the Recipients indicated.

    4. Select the Public or Private radio button. If you select the Public radio button, you can also select the Send a copy to yourself checkbox.

    5. Enter text in the Subject line and the Body. Format the text as you wish.

    6. Attach a file if desired.

    7. Click the Send button.