Advising Cycles Page
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.
This page lists all the advising cycles created for your school. They can be filtered by status and sorted by name, status, program, dates, and associated student web group. You can search for a specific cycle, link to additional information about a cycle, and delete advising cycles that have not been published or completed.
From the Advising Administration hub, click the Hub options drop-down.
Select Advisors and Advising Setup and then Advising Cycles. The Advising Cycles page opens.
To search for a specific advising cycle, start typing the name of the cycle in the Quick Filters field. Related results appear.
Click on any column heading to sort in ascending or descending order
Select any combination of Show only checkboxes to filter the advising cycles by their status
Click on the name of the advising cycle. The Advising Cycle page appears.
Search for the advising cycle you want to complete using the search or filter feature.
Click on the name of the advising cycle to be completed. The Create Advising Cycle wizard appears where you left off.
Tip
For detailed steps on creating an advising cycle, see Create an Advising Cycle.
Note
Completed advising cycles cannot be deleted.
Deleting published advising cycles is not recommended. Once an advising cycle is published, it is available to advisors and students for casting and accepting advising appointments.
Search for the advising cycle you want to complete using the search or filter feature.
Click the Delete icon. The delete confirmation notification pop-up appears.
Click Yes, delete. The advising cycle is deleted and no longer available to other users.
Click on the advising cycle's name. The Advising Cycle page appears where you can quickly review general information about the cycle, view a calendar with relevant dates,
Yes, the Show Only options allow you to sort the advising cycles by their status. You can choose to select one or more to view as many or as few as you want.
This is most likely because the advising cycle has completed or published. Completed advising cycles cannot be deleted because they have occurred.
Advising Cycle Page Overview Block
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 Advising Cycles Overview block is a block on an advising cycle's page. Use this block to review advising cycle information, access a list of the students associated with the cycle, and update the advising cycle name.
Understanding Advising Cycle Information
Cycle Progress identifies how many milestones have been met. Milestones are set up and scheduled when the advising cycle is created.
Advising Cycle Name and Cycle Duration are entered when the advising cycle is created in J1 Web. If you have the appropriate permissions, you can update the advising cycle name using the Edit overview feature.
Enrollment Terms are selected when the advising cycle is created. The year/terms or subterms identified as available when creating the advising cycle are selected on the Year / Term / Subterm Definitions page, Year/Term Control for Web Registration Groups or Subterm Control for Web Registration Groups pop-ups, Ready for Advising Cycle checkbox. For more information, see the Year / Term / Subterm Setup for Advising Cycles topic.
Registration Control Groups (also called Web Registration Groups, Registration Groups, and Tel/Web Groups) are selected when the advising cycle is created. The user selects the groups associated with a specific year/term or subterm on the Year / Term / Subterm Definitions page, Year/Term Control for Web Registration Groups or Subterm Control for Web Registration Groups pop-ups, Web Group field. For more information, see the Year / Term / Subterm Setup for Advising Cycles topic.
Students in Cycle shows the total number of students associated with those web groups falling within this advising cycle and totals the number with registration holds. Click on the link to view the roster of students in this advising cycle.
On the Advising Cycles page, click on an advising cycle in the list. That advising cycle's page opens.
View the Overview block.
Click the Students in Cycle number. The Students in Advising Cycle page appears.
Tip
Ensure the new advising cycle name is easily recognizable as advising cycles are used by other advising administrators and advisors.
Click Edit overview. The advising cycle name update feature is enabled.
Enter the new name.
Click Save.
The advising cycle may not have started yet, or milestones haven't been met.
Students are associated with Registration Control Groups on the Student Information Details page. When the Registration Control Group is associated with the advising cycle, the students in that group are also associated with the advising cycle.
Advising Cycle Calendar
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 Advising Cycles Calendar is a block on an advising cycle's page. Use this block to review the advising cycle milestones. The calendar shows standard and custom milestones on the calendar.
On the Advising Cycles page, click on an advising cycle in the list. That advising cycle's page opens.
View the calendar.
Click the drop-down to select a view: Agenda, Day, Week, or Month.
To create a meeting, click the ellipsis, and select Create a meeting. The Create Meeting page opens. Follow the prompts to create the meeting.
Events and meetings display on the calendar with different color codes to indicate their status.
| Striped shading indicates a day is in the past or unavailable. |
| Light yellow shading indicates the current day. |
| Light pink shading indicates a Google event invitation has not been accepted. |
| Pink shading indicates a Google calendar event. |
| Light blue shading indicates a meeting location is awaiting scheduling approval. |
| Dark blue shading indicates a scheduled meeting (location has been approved, if required). |
| Mustard shading indicates a scheduled advising appointment or advising cycle milestone. |
| Light teal shading indicates an event is awaiting proposal or location approval and is not yet scheduled. |
| Dark teal shading indicates an event is scheduled (location has been approved, if required). |
| Gray shading indicates a class is scheduled during this time period. |
| Brown shading indicates a leave request or deadline within J1 Web Employee. |
| Red shading indicates an event that has a scheduling conflict that needs to be resolved. |
Advising cycles define a time period when advisors assist students with course planning and registration, and direct them to college resources such as Learning Centers or Career Services for a selected year/term/subterm.
Advising cycle milestones are set up when an advising cycle is created. During this calendar set up process, the milestone dates are selected.
The calendar shows milestones for an advising cycle that is published or completed. Once an advising cycle is published or completed, the milestone dates cannot be changed.