Jenzabar Campus Portal Features Help Hub

Desktop Registration - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

Enhancements
First Generation Student Added to Student Information Window

A new field, First Generation Student, is now on the Student Information window, Student tab, Student Master tab, Other Student Information group. The value options are Yes, No, and Unknown. The field is needed for Arkansas Public Student Term reports, but it's available to all schools.

Student Information window, Student tab, Student Master subtab showing the First Generation Student drop-down

The database table and column are these: STUDENT_MASTER.FIRST_GENERATION

See the J1 Web Registration Enhancements topic for information on this field in J1 Student Information.

See the Arkansas State Reporting Enhancements topic in this Release News for information on this field in Arkansas Public Term reports. Enhancements

New Privacy Block Field for NSC

A new field, Privacy Block, is available for National Student Clearinghouse (NSC) reporting. It indicates whether a student's enrollment and/or degree record is restricted from including personally identifying information in NSC publications.

These are the values reported to NSC:

  • [blank (two letter spaces)] The default value.

    This means that the student has no Privacy Block Setting and/or your institution has not programmed the setting. NSC can publish personally identifying information.

    Note

    Once you populate the field with a value, it cannot be reported as blank again.

  • 00 - No block value has been submitted

    NSC can publish personally identifying information.

  • 01 - Block from research

  • 02 - Block from verifications

  • 03 - Block from research and verifications

Even if blocked, the record can still be included in aggregates where the student can't be identified.

The Privacy Block setting is displayed on the Student Information window. It's populated from the NSC Edit Student Data Records window.

Student Information window, Student tab, Student Master subtab showing the Privacy Block field. A callout says that field is populated from the NSC Edit Student Data Records window.

That column, in turn, is populated from the Data Privacy Requests window.

NSC Edit Student Data Records window showing the Privacy block column. A callout says the column is populated from the Data Privacy Requests window and that it's possible but not recommended to populate the field manually on this window.

The requests themselves come from students, either directly from forms your school creates in the Campus Portal or entered by staff from requests gathered by some other method.

Setting is Optional

The NSC does not require schools to offer this privacy block to students, but your school should check to see if any other authority requires it. If you don't populate the field, it reports to NSC as blank (two letter spaces), meaning the NSC is allowed to publish personally identifying information.

If your school does offer students the option to have their identifying information blocked, you can take one of two approaches to populating the field.

  • You can provide students with a privacy request form in your Campus Portal.  (To learn how to set up the forms, see the Working with Data Privacy Requests guide on MyJenzabar.net.)

    Students' requests are then processed on the Data Privacy Requests window in J1 Desktop.

  • You can collect student requests another way and then enter them manually on the Data Privacy Requests window in J1 Desktop.

Resolved Issues

Issue

Description

176142

For IPEDS GRS reports, the Exit Reason was incorrect in some cases, particularly when a student's entry date was in a summer session. To fix this, snapshots now capture entry dates as early as 5/1 for the upcoming academic year.

RN20467

The IPEDS 12-Month report inadvertently included students who were only in courses that started before the 12-month period but finished during it.

RN22464

When creating a snapshot, the Ethnicity/Race field was not populated under some circumstances.

RN25334

The Student Information window didn't open for users in groups with View Only permission. Instead, the Specify Retrieval Arguments window opened.

RN25506

This issue resolves the following on the Student Information window:

  • ADDRESS_MASTER changes delivered in 2021.1 were not handled correctly

  • Error message appeared when an option was selected from the Address drop-down on the Student tab

  • Maintenance Screen option was available from the Address column's right-click menu on the Student tab

RN25600

On the Name Entity window and Courses window, the Specify Retrieval Arguments window sometimes inadvertently popped up. This happened when users searched for a person but the criteria didn't find a match, or the user didn't select a result, and then left the field and returned.

RN25744

On the Student Registration window, users sometimes received an error when registering multiple courses with corequisites and prerequisites.

Enhancements
Drop or Keep Students When Canceling a Course Section

When you cancel a course section, you now have the choice of dropping the students or keeping them enrolled.

Note

Students who have completed the course aren't affected when you cancel the course.

On the Courses or Courses Non-Traditional window, when you select the Canceled checkbox, you can edit the date and add a reason. The cancellation doesn't happen until you save.

The Courses window, Course tab, Master 1 subtab showing the "Cancellation" checkbox selected

When you save, if there are enrolled students who haven't completed the course, a pop-up asks whether you want to drop them.

A pop-up message asking whether you want to drop students who haven't completed the course that's being canceled
Resolved Issues

Issue

Description

98193

On the Courses window, Course tab, Web subtab, changing the Type of Registration Limit did not refresh the selected groups list.

RN14873

On the NSC Degree Verification Data Collection and Transmission window, Prepare Final File tab, users received an error message when attempting to re-populate NSC history if any of the selected records had been deleted in a previous collection attempt.

RN16858

The IPEDS Completions Part A & B was including non-resident alien students under Unknown race/ethnicity instead of 1 - Nonresident alien.

RN16920

The Holds icon did not appear for some students who did have holds on their record.

RN17267

On the IPEDS 12 Month report, the Total degree/certificate-seeking column reported an incorrect value.

RN20286

When users selected a different year/term or course from the drop-downs at the top of the Courses window, a Save pop-up incorrectly appeared.

RN20712

On the Courses and Courses (Non-Traditional) windows, users were able to change a section schedule's end date to be earlier than the last withdrawal date for that section.

RN20854

The Ethnicity/Race column on IPEDS reports incorrectly populated as '2 - Unknown' instead of '1 - Non-Resident Alien' when Citizenship Status was set to Nonresident Alien on the Student Information window, Biograph tab, Race/Ethnicity subtab.

RN21984

On the Degree History List and Update window, adding an Exit Date caused the Date Conferred field to populate with 01/01/1900.

RN22442

On the Catalog window, schools who have the course edit mask set up without a character between the first two components were unable to add a new variable grading type.

RN23766

On the UDS Term Report, the Tribal and Family lines were blank for students who did not have a code.

Enhancements
Georgia CHECS Enhancements

Changes to help with the Georgia CHECS process are in these areas:

  • 0 and NULL allowed

  • New columns

  • All columns available regardless of award type

  • New prompt during import

  • Legal Name

Enhancement

Description

Zero and NULL allowed

Schools with the Georgia CHECS license can have a value of '0' for GPA and Hours and a 'NULL' in each import column. This facilitates importing CHECS files.

New columns

Four new columns are now included in import files and seen in the GPA/Checkpoint Import Batch Data window:

  • Scholarship Expiration Date

  • Initial Eligibility HOPE Scholarship

  • Initial Eligibility Zell Miller Scholarship

  • Initial Eligibility Date for HOPE/Zell Miller Scholarship

GPA-Checkpoint_Import_Batch_4-new-columns.png

All columns available

The import batch now shows all columns regardless of whether they're for the HOPE Scholarship, the HOPE Grant, or the Zell Miller Scholarship.

New prompt during import

During the import process, a new prompt has you select a Mapping Option to map the GPA to Scholarship or Grant. You also enter the Batch Date.

GPA-Checkpoint_Import_Options_Proceed.png

Legal Name

The process collects Legal Name. Only users with permission to view Legal Name will be able to see Georgia CHECS information where Legal Names are shown. Windows include the Regulatory Reporting window and the State Reporting Snapshot Data window.

Resolved Issues
Enhancements
Manage Holds Window Allows Customized Queries Based on Stored Procedures

You can now use stored procedures in your customized queries in the Manage Holds window. We now save the entire data window in the parameter table, so it works whether you use a SQL statement or a stored procedure to customize the query.

Caution

You must reschedule scheduled jobs!

The new process gives you more flexibility, but your existing scheduled processes won't work anymore. You must recreate your scheduled jobs.

RN_2019.2_Reg_Important.png
Changes for IPEDS
New CIP Award Levels for Subbaccalaureate Certificates

The CIP Definition window has two new award levels to replace Level 1:

  • 1A (0 to 6 months)

    • Less than 9 semester-hour postsecondary award, certificate, or diploma

      • Less than 300 clock hours, or

      • Less than 9 semester or trimester credit hours, or

      • Less than 13 quarter credit hours

  • 1B (6 months to 1 year)

    • 9 to 29 semester-hour postsecondary award, certificate, or diploma

      • 300 - 899 clock hours, or

      • 9 - 29 semester or trimester credit hours, or

      • 13 - 44 quarter credit hours

Caution

Your school needs to reclassify short-term programs into the new categories. This is a one-time task.

Note

The award levels are used in IPEDS Completions reports.

Note

Levels designated with the existing "1: Less than 1 year" are now reported as "1B".

CIP Definition window, Available Award Levels highlighted.

These new award levels appear in Award Level drop-downs in reporting and snapshot windows such as Institutional Research Student Data Records.

Snapshot window, Award Level drop-down.
New Details for Distance Education in CIP Award Levels

Formerly just a checkbox, the Distance Education field now has radio buttons and checkboxes to capture more detailed information.

Select a radio button to express which programs in the selected award level can be completed entirely via distance education.

  • All

  • Some

  • None (default)

If you select Some, select one or both checkboxes:

  • At least one program in the CIP code in the award level has a mandatory onsite component.

  • At least one program in the CIP code in the award level has a nonmandatory onsite component.

CIP Definition window, Distance Education section.

The new options appear in Distance Ed Status drop-downs in reporting and snapshot windows such as Institutional Research Student Data Records.

  • Exclusively Distance Education (All)

  • Some Distance Education Courses (Some)

  • No Distance Ed Courses (None)

Snapshot window with Distance Ed Status column drop-down options.
Unknown Race/Ethnicity for Noncitizens

Race/ethnicity for noncitizens of the US is now marked as Unknown.

Changes for IPEDS 12-Month Enrollment Report

Several enhancements help you with the E 12 report (IPEDS 12-Month Enrollment).

New Database Output View

The database output view for the report is this: IR_IPEDS_E12_V

New Terminology

"Formal award" is now called "recognized postsecondary credential".

"Contact hours" is now "clock hours".

New Information and Layout

In the Regulatory Reporting window, the layout for the IPEDS 12-Month report has changed to accommodate more information.

The report now has four parts, and it includes more details on part-time/full-time status, degree-seeking, and distance education.

Regulatory Reporting window, Report tab, Part drop-down.
  • Part A-Graduate Students lists students by gender and race/ethnicity.

  • Part A-Undergraduates lists students by Part-Time/Full-Time status, gender, and race/ethnicity.

    • Students and categories are tallied in these columns:

      • First-time

      • Transfer-in (non-first-time entering)

      • Continuing/Returning

      • Total degree/certificate-seeking

      • Non-degree/non-certificate-seeking

      • Total full-time undergraduate

  • Part B shows Credit Hour Activity and Clock Hour Activity for both undergraduate and graduate students.

  • Part C lists students by their participation in distance education.

    • Students are grouped by these categories:

      • Students enrolled exclusively in distance education courses

      • Students enrolled in at least one but not all distance education courses

      • Students not enrolled in any distance education courses

    • Students are tallied in these columns:

      • Undergraduate degree/certificate-seeking

      • Undergraduate non-degree/non-certificate-seeking

      • Graduate Students

Label Change for 'Neither First-Time nor Transfer'

On the Student Information window, Student Division tab, Entering Degree/Certificate-Seeking Student group, the label for the 'Neither' radio button has changed.

  • Formerly: Neither first-time postsecondary nor transfer-in

  • Now: Neither first-time nor transfer-in (Continuing/Returning)

Changes for IPEDS Completions Report

The IPEDS Completions report has new award levels and information on distance education in Part A and B.

New Database Output View

The new database output view for the report is this: R_IPEDS_C_V

Now Honoring 'Include in IPEDS' Checkbox from IPEDS Completion Tab

The Completions report now honors the Include in IPEDS checkbox on the IPEDS Completion tab of the Institutional Research Student Data Records window rather than the IPEDS checkbox on the Detail tab.

Thus for the Completions report:

  • Ignore this: Detail tab, IPEDS checkbox (ir_student_data.include_in_ipeds)

  • Use this: IPEDS Completion tab, Include in IPEDS checkbox (ir_ipeds_completions.include_in_ipeds)

New Award Levels

The report now uses these two award levels.

  • 0 to 6 months

    • Less than 9 semester-hour postsecondary award, certificate, or diploma

      • Less than 300 clock hours, or

      • Less than 9 semester or trimester credit hours, or

      • Less than 13 quarter credit hours

  • 6 months to 1 year

    • Use this instead of 'Less than 1 year'.

    • 9 to 29 semester-hour postsecondary award, certificate, or diploma

      • 300 - 899 clock hours, or

      • 9 - 29 semester or trimester credit hours, or

      • 13 - 44 quarter credit hours

These levels have been added to the CIP Definition window | Award Levels tab.

Caution

Your school needs to reclassify short-term programs into the new categories. This is a one-time task.

New Distance Education Information

The IPEDS Completions report includes the new distance education information for CIP award levels:

  • All: All programs in this CIP code and award level can be completed entirely via distance education.

  • Some: At least one program in this CIP code and award level can be completed entirely via distance education.

  • None: No programs in this CIP code and award level can be completed entirely via distance education.

These have been added to the the CIP Definition window | Award Levels tab.

Changes for NSC
Dates Updated for Any Change to NSC Full-Time Part-Time Status

Previously, NSC needed the date of the change only when NSC Full-Time Part-Time status decreased from full-time to part-time. Now they want dates for increases from part-time to full-time, too. So now the system reports the start date for any change in status.

Backdating for NSC Special Status is Honored

Your school might not receive notice of a student's change in special status until after you send a report. Now you can backdate the change for your next report, and the report will honor the backdating.

For example, if you report a student as full-time on September 9, but later find out they withdrew on September 8, simply enter their withdrawal date with their withdrawn status. When you create your next report, their withdrawn status will be correct retroactive to September 8.

New NSC Veteran Status Column

Previously, NSC Veteran Status was reported via a complex calculation. Now you'll enter the status on the Military Service subtab of the Biograph tab (which appears on several windows including the Name Entity window). These are the options:

  • V    Veteran receiving benefits

  • N    Veteran does not receive benefits

  • D    Dependent receiving benefits

The options are all active by default. They're defined on the NSC Veteran Status Definition window.

In the database, this is the new column: MILITARY_SERVICE_MASTER.NSLC_VETERAN_STATUS_DEF_APPID

Name Entity window, Biograph tab, Military Service tab, NSC Veteran Status box.
You Can Use Whichever CIP Year You Need

Note

This enhancement was in the J1 Desktop 2020.1 release but was inadvertently left out of the first edition of the 2020.1 Release News.

The National Center for Education Statistics (NCES) has changed the Classification of Instruction Programs (CIP) values for 2020. Schools currently use CIP Year 2010 but will soon change over to CIP Year 2020.

We think each school needs to determine the timing of when they update their CIP codes to the 2020 values. While the U.S. Department of Education's Common Origination and Disbursement (COD) system is switching to 2020 codes shortly, it is possible you don’t need to transmit to COD immediately. And perhaps you are still weeks or more away from needing to communicate anything to the National Student Clearinghouse (NSC). Estimating when each of those things are due will help you decide when to transition.

For COD

When you need to submit something to COD but have not yet updated to 2020 CIP codes, the 25.3 release of PowerFAIDS will also include an updated CIP code dropdown to reflect 2020 values. You will be able to manually modify the student’s CIP code for the ones that have changed since 2010.

For NSC

NSC has not provided any additional guidance about sending 2020 codes. As of now, you need to continue to send the 2010 CIP code for NSC enrollment reporting.

If NSC Still Requires CIP Year 2010

Until NSC announces it requires CIP Year 2020, you don't need to do anything about CIP Year. Run your enrollment reports as usual. CIP Year 2010 is reported, and it's now displayed on the NSC Create Transmittal and Final Files window.

Create NSC Transmittal and Final Files window, CIP Year field highlighted.
If NSC Requires CIP Year 2020

After NSC announces it requires CIP Year 2020, you'll make a quick edit to change to CIP Year 2020.

Caution

Don't do this until NSC requires CIP Year 2020.

  1. Close the Create NSC Transmittal and Final Files window if it's open.

  2. Open the Maintain Config Table window.

  3. Find the row with RE module, NSC_CIP function, and DEFAULT_YEAR characteristic.

  4. Change the Configuration Value to 2020.

    Maintain Config Table window with Configuration Value set to 2020 for RE Module, NSC_CIP Function and DEFAULT_YEAR Characteristic.
  5. Click the Save button on the main menu.

  6. Reopen the Create NSC Transmittal and Final Files window. The CIP Year is now 2020.

If You Need to Report CIP Year 2020 to NSC Before Installing This Update

Note

This information was inadvertently omitted from the Release News for the 2020.1 release. It has been added to updated versions of that document.

After NSC announces it requires CIP Year 2020, if you are unable to upgrade to the latest release, you can run the following script.

Run the script

  • After collecting data

  • Before each enrollment report submission

Caution

Don't run this script until NSC requires CIP Year 2020.

Caution

Run this script only if you have not upgraded to EX 7.4.0 or J1 Desktop 2020.1.

  1. Open the NSC Create Transmittal and Final Files window.

  2. On the Populate Transmittal Tables tab, collect your data as usual, and click the Populate Transmittal Tables button.

  3. After the data is collected, run the following script to update the CIP Year on all transmittal detail records.

    UPDATE nslc_trans_detail

    SET nsl_prog1_cip_year = '2020'

    WHERE nsl_prog1_cip_year = '2010';

    UPDATE nslc_trans_detail

    SET nsl_prog2_cip_year = '2020'

    WHERE nsl_prog2_cip_year = '2010';

    UPDATE nslc_trans_detail

    SET nsl_prog3_cip_year = '2020'

    WHERE nsl_prog3_cip_year = '2010';

    UPDATE nslc_trans_detail

    SET nsl_prog4_cip_year = '2020'

    WHERE nsl_prog4_cip_year = '2010';

    UPDATE nslc_trans_detail

    SET nsl_prog5_cip_year = '2020'

    WHERE nsl_prog5_cip_year = '2010';

    UPDATE nslc_trans_detail

    SET nsl_prog6_cip_year = '2020'

    WHERE nsl_prog6_cip_year = '2010';

  4. Continue with the Prepare Final Files tab and View/Send Final Files tab as usual.

You Can Designate CBE and Open Enrollment Courses and Sections in J1 Desktop

Schools with the Competency Based Education (CBE) license can now use J1 Desktop to designate catalog courses and sections as CBE and Open Enrollment. Use these windows:

  • Catalog Course window, Course Attributes tab

  • Courses (or Courses Non-Traditional) window, Course tab, Master 1 subtab

Note

Once a catalog course or section has been designated Open Enrollment, it can be edited only in J1 Web.

Resolved Issues

Issue

Description

9624

An increase in Enrollment Status from one term to the next (not within the same term) did not update the Enrollment Status Effective Date.

130439

Student Session charges were not generated in the stud_life_chgs table during the AD to RE Transfer process.  Under certain conditions, although Student Life Charges table was getting the required data, the sync process to link it to charges was not being executed.

135881

Populating Grading Periods - rows were still populating even though the midterm or final default Grading Period was marked inactive.

155187

When all courses in a term were dropped, the PT/FT hours were not correctly reflecting the hours.  Also if a student did not have courses in a term selection on the PT/FT prompt, the process updated PT/FT hours for all terms for that student.

159236

Courses window didn't refresh data consistently when changing tabs or selecting different sections.

159238

Save and clear column order options were not always displayed in the Course Search window.

162845

When all courses from a term are withdrawn, the PT/FT hours on Student Information window, Student tab was not reflecting the update hours.

164142

Courses window now ensures that a course cannot be a parent and child at the same time.

175994

Country and State drop-downs in the Faculty Information window > Achievements tab > Education section were empty.

176053

In the State Reporting Snapshot Data window for the GATRANSCRIPT report, the Institution Name column did not update to match changes made to the OPEID column.

178860

Instructors whose courses were cancelled still showed up in the TX CBM008 snapshot, which generated an error from the state.

184444

The previous_grade and grade_change_dte columns were not updated in the student_crs_hist table when grades were changed on a course.

195963

For CBM004 and CBM008 snapshots for the same current and prior terms, the flex courses that ended within the prior term were included in the CBM004 snapshot and not in the CBM008 snapshot. The state requested that CBM008 also include the faculty for the courses listed in the CBM004.

201169

Student Information window sometimes crashed with frequent use of Hold icon.

202254

Students were enrolled in courses for different subterms: Summer Extended (SE), Summer 1 (S1), and Summer 2 (S2). When the begin date was changed for one or more students in the SE term, the Collect Report Data process for the AR Term PUB State Report only showed students in the S2 Registration term.

204290

The TX CBM004 - CTC Snapshot for courses marked with a State Location Code 'A' - Auxiliary Location printed Zip codes in Item #12B in the Student Detail tab.

204966

Data collected with the AR STUDENT EOT IND snapshot did not produce the correct high school code for various scenarios with different CEEB codes.

206108

The Dual Enrolled and Joint Enrolled columns were missing in the Student Inquiry window and in the Student Registration window > Inquiry side tab.

206224

The AR STUDENT EOT IND snapshot for students with both undergraduate and graduate rows in the stud_term_sum_div did not show hours or GPA for the graduate division in the Maintain window or the output file.

207049

The ID Number column for existing rows could be edited from the Maintain Snapshot Data Detail tab in the CBM009 CTC Report.

207780

Constant Note field on Transcript Institutional Notes window was increased to 70 characters to match the database.

208457

In the OK UDS Degree Conferred snapshot > Maintain Snapshot Data, changes to the Student and Student Details tabs didn't prompt the user to save if they navigated from the tabs without saving.

RN9396

Users logged in to Desktop with an integrated login (or using full e-mail address) received an error message when populating transmittal tables (Create NSC Transmittal and Final Files window).  A part of the login code was changed to correctly identify the SQL user login for the logged in user.  Incorrect translation was causing this error.

RN9603

The Export to Excel produced a system error on TX CTC CBM002 and CBM00S reports.

RN11348

Database User window wasn’t showing a list of databases as expected.  A change in connection parameters had caused this issue, which is now rectified.

RN15256

#10A "CE Contact Hours" column was not showing correct hours if a course started in prior term and ended in current reporting date range.

Enhancements
Withdrawal End Date Moves to Master 1 Tab and Changes Label

The Withdrawal End Date column on the Courses and Courses Non-Traditional windows has moved. Originally on the Web subtab of the Course tab, it's now found on the Master 1 subtab. It's in the Dates groupbox, and it's renamed Last Student Withdrawal Date.

The Last Student Withdrawal Date is the last date that students using the Student Registration feature on the Campus Portal can withdraw themselves from the course section.

Courses window, Course tab, Master 1 subtab, Dates section highlighted.
Resolved Issues

Issue

Description

173873

AD to RE process did not account for all the minors associated with the Programs attached to student's Candidacy record.

192737

A trigger in the Database was causing vague errors when columns were being updated on the Major Minor Definition window. More descriptive messages have been added to the window.

193146

In the Courses window, an error displayed when attempting to save a schedule row if the schedule tab was selected after the Master 2 tab.

194531

Redesigned SAT tests and scores were not being processed correctly.

199881

The DisplayName, Active, DaySendTask, and DayDue columns are editable by customers, so the DDU will not reset those columns in AttendanceReportTypeDefinition back to the default data values.

200127

Because of a change in the 2019.5 and 7.3.1 releases, when a new course was registered, the automated Compute Student Progress and Academic Recalculation processes did not pick that student for processing. This resulted in the course not showing up in registration summary tables and in the Advising worksheet. Compute Student Progress and Academic Recalculation had to be run manually for the new course to appear in these places. This issue has been rectified. Newly-registered courses now appear in registration summary tables and the Advising worksheet (as they did before the 2019.5 and 7.3.1 releases).

200843

An error message appeared when updates to the Transfer School and High School columns in the IPEDSFallGRS report were made and saved (Create/Work with Snapshots window, Work with Student Data for the Selected Student link).

203336

Course States was not computed consistently in the Section Master View. We now show these course status: Canceled, Draft, Published, In Progress, Pending Completion and Completed.

410458

There were inconsistencies with Total Days Absent and Total Clock Hours checkboxes on Final and Midterm grading options.

472322

Changes made to the Dual Enrolled and Joint Enrolled checkboxes were not saved (Student Registration and the Student Course Details windows).

472588

An "Invalid DataWindow" error message appeared during the AD to RE process when a student's new degree was selected as the current one.

Enhancements
Automated and Scheduled Processes Improved

Automated processes such as Academic Recalculation and Compute Student Progress and all scheduled processes now run more smoothly. Previously, they were sometimes interrupted because of conflicts in the Windows Registry. As a result, J1 Desktop EXE files would hang in memory without any CPU usage.

With this release, the conflicts are avoided. There's no change to the user interface or the database, just a more efficient logic behind the scenes.

Improvements to Calculating Repeat Courses

The calculations for marking courses as repeats are now more precise and reliable. Specifically,

  • Calculations at the moment of registration and for automatic academic recalculation use the same procedure, so they're aligned.

  • Dropped courses aren't counted as repeats.

    • The State Funded field resets to the value on the section in the Courses window (Section Master).

    • The Unfunded Reason field resets to null.

  • Waitlisted courses aren't counted as repeats.

More improvements are slated for future releases.

New Columns Enable Student Withdrawals in the Campus Portal

To support students withdrawing from courses in the Campus Portal, we added several new columns in J1 Desktop. Some are in the Common module, and some are in Registration.

The Withdrawal End Date appears on the Courses and the Courses (Non-Traditional) windows. Use it to limit when students can withdraw themselves from the course section.

Courses window, Course tab, Web subtab, Withdrawal End Date field.
Students Can Drop and Withdraw Even If There Are Holds

Now students can drop or withdraw from courses even if they have holds. (Previously, if they had holds, students needed assistance from the registration office to drop or withdraw.)

Tip

There's still a way to prevent students with holds from dropping or withdrawing. On the Hold Setup window, select the Prevent Web Drop and Prevent Web Withdrawal checkboxes to block students with the selected holds from dropping or withdrawing themselves from courses.

Hold Setup window, Hold Definition tab with drop and withdrawal option columns selected.

See the J1 Desktop Common topic for information about more columns added to support withdrawals.

Resolved Issues

Issue

Description

162845

In certain situations, the Part-time/Full-time process did not update the Student Master table.

177033

The Description field on the Transfer Entry window now allows 35 characters.

179924

Scheduled jobs stopped working when a user switched the database profile on machines that also had the Client Application Server installed. For example, switching to the Play DB profile.

180220

Message about grade_scale/credit_type changes appeared even when they did not change.

181930

Audit columns were not being updated when data was changed in Web subtab of Courses window.

182072

Some student aims were not synchronized after the synchronize advisee information process was run.

189659

For state reporting only: All races were being reported as U=Unknown when there were no race values and no Ethnic (Hispanic) value. Race is now independent of Ethnic (Hispanic) values. Race is reported as U=Unknown only when there were no race values at all.

191989

Error message appeared when accessing the Student Information window, Degree tab after the Admissions to Registration Transfer process was run or when a student's current degree changed.

192370

Some student aims were not applied to a student's minor even after the synchronize advisee information process was run.

194766

The year value in the course snapshot rows was incorrect.

195041

The forms had incorrect update properties.

Enhancements
Update to Student Holds Associated with Data Privacy Hold Type

Users can’t delete student holds associated with the Data Privacy Hold Type.

Open Entry and Early Exit Allow Self-Pacing

The Open Entry feature allows students to enter courses throughout a term, regardless of add-drop deadlines. Early Exit allows students to finish courses before the term's end and move on to other courses. Together, the two features offer your school great flexibility. Students can accomplish more faster or complete courses outside of a term's usual boundaries.

Tip

Open Entry and Early Exit features are found in both J1 Desktop and J1 Web. See the J1 Web Registration section of this Release News for more information.

Set Up the Features

The features are powerful, but the setup is simple. Turn on Open Entry and Early Exit on the Registration Configuration window, Registration Configuration tab.

Registration Configuration window, Open Enrollment section.
Set Up a Catalog Course

Turn on Open Entry and Early Exit for particular catalog courses in J1 Desktop on the Catalog window, Course Attributes tab.

RN_2019_4_CatalogWindow_OpenEntry.png

Tip

You can also set up a catalog course in J1 Web on the Manage Catalog Course Details page.

Set Up a Section

New sections you create from Open Entry catalog courses inherit the course's Open Entry and Early Exit settings by default. To change existing sections to Open Entry and Early Exit, use the J1 Web Manage Section Details page.

Note

Setting up existing sections for Open Entry and Early Exit on the J1 Desktop Courses window is planned for a future release.

Resolved Issues

Issue

Description

162852

On the Faculty Information, Achievements tab, Elite Paint could be used to make Udef columns visible for Affiliations, but no data could be saved in the Udef columns.

171491

When new codes were created or old codes were on the Student Information window, Student tab, the High School Graduation Type List didn’t refresh.

Enhancements
Improvements for Georgia CHECS Reporting

You can now view imported GPA Checkpoint information three ways:

  • By the batch

  • By the student

  • All batches together

GPA/Checkpoint Import Batch Data window.

For the TRANSCRIPTS report, the State Reporting Snapshot Data window now shows a new column on the Courses tab: High School GED Grad Date.

State Reporting Snapshots window, High School GED Grad Date column highlighted.

On the same window, these four columns that were Yes/No drop-downs are now checkboxes:

State Reporting Snapshot Data window with checkbox columns highlighted.

For more information, see the  Georgia CHECS Process Guide for J1 Desktop 2019.3.1 in the Jenzabar One Desktop Registration Module Resource Center on MyJenzabar.net.

Resolved Issues

Issue

Description

155053

When scheduling Mass Add Holds "By Query," the process sometimes did not run  if the query was customized for Student IDs. The process now expects ID to be in the first column in the query SQL, so please ensure that Student ID is the first column in the SQL of the customized query.

168616

When creating a new Course from Catalog using Courses window, if the Catalog did not have Credit Type set, it would cause an error while saving and was not setting the Grade Scale and Credit Type to Grading Periods.  This issue is now resolved.  Under some conditions those fields were getting reset/empty, which is also resolved.

168619

Running Recalculate Highest Test Scores for a large number of students caused the application to crash. The process was changed to work with a larger number of students.

172211

On the Student Information window, if the user clicked on the User button before selecting an ID Number, a system error resulted.

173536

In the Biograph History window, when a user clicked in the "Birth City" field, a GPF error was occurring.

174691

IPEDS GRS Section 3 data needed to be updated to conform to the latest IPEDS requirements.

Enhancements
Georgia CHECS Reporting: Improved Importing

We improved the process of importing the Georgia CHECS GPA Checkpoint file from the state. Imports are marked by date. You can do multiple imports on a date, and each one is called a batch. Each batch is assigned a Sequence Number. You can import some or all of the rows from a batch, and you can reimport it if you want to import the other rows. Each row you import is assigned a Tier History App ID. These improvements make it easy for you to track instances of importing.

Scholarship GPA History window with Import Selected Rows button selected.

You can view all the details of the imported rows in the new GPA/Checkpoint Import Batch window. There you can also delete a batch without deleting the student information it contained.

GPA/Checkpoint Import Batch window with Delete Selected Batch button highlighted.

For more information, see the Georgia CHECS Process Guide for EX 7.2.4 on MyJenzabar.net.

Resolved Issues

Issue

Description

144769

On the Maintain Org Master Organization Codes window, IPEDS code values longer than six characters returned an error message, even though it is possible for an IPEDS code to be eight characters. This field now allows eight characters.

162854

The IPEDS Completions Report incorrectly gave a Primary Key error in some cases where a student had more than one degree_history record with the same major. This has been corrected.

164000

There was a problem with students being attached to multiple plans if they had multiple majors and each of the majors were attached to a published academic plan.  In these cases, the student should only be attached to the academic plan for their Major 1.  Requirements for all other majors should instead display as unassigned requirements.  This issue has been resolved.

170035

When saving a new degree history row with Academic Planning data, a system error was returned, and the degree was not saved. This has been corrected.

170526

The SQL queries used by the triggers on the STUDENT_CRS_HIST table related to the J1 Web Registration Primary and Secondary permissions have been revised to perform more efficiently.

Enhancements
Recalculate Academic Record Window Now Lets You Recalc Unchanged Records
Background

Academic records (including GPAs and progress toward degrees) recalculate automatically whenever a change that would affect the records occurs. Examples include the end of a term when grades are received or anytime a grade is changed.

In addition, some schools need the ability to initiate a recalculation, so they use the Recalculate Academic Record window. Previously, this manual recalc affected only students whose records had changes since the previous recalc.

What's New

With this release we've added a checkbox that lets you recalculate records whether they have changes or not. The records of all students you select in the Student IDs Selection groupbox will be processed. The checkbox applies only to manual recalculations in this window; automated and scheduled recalculations process only students whose records have changed—in essence ignoring this "forced recalculations" checkbox.

Recalculate Academic Record window.
Hold Setup Window

There is a new tab for Hold Category. Use this tab to map hold types to a specific category that will help associate the hold with specific requirements or conditions and allow the system to display holds automatically for students in appropriate locations of their JICS portlets.

Tip

You cannot add or delete hold categories, but you can choose to make hold categories active/inactive and set the order they will display.

Available Hold Categories:

  • Student Account Balance: this category will allow students to see balance related hold information in their My Financial Account portlet.

Note

While Hold Types are not required to have a Hold Category, if you want existing holds related to student balances to appear on the My Financial Account portal, you will need to map the financial holds to the Student Account Balance category.

Student Information Window

A new 1098-T Preference column is available on the Financial sub-tab of the Student tab. This option determines the 1098-T format the selected student will receive. Printed statements will be mailed by the school, and Electronic statements will be sent to JICS where the student will be able to download and print their forms.

Caution

This preference is decided by the student. Students should give consent to change this option. If a change is made, the student must be notified.

Degree Tab Checkbox Labels can be Modified

The checkbox labels on the Student Information window, Degree tab can now be modified with ELITE Paint.

Elite Paint editing window.
Resolved Issues

Issue

Description

63207

The Review Internet Submission window and the Student Information window displayed errors (and generated errors in the local machine's Event Viewer) when the user saved information on the Student tab.

149341

If a student had courses in multiple divisions and each division had a separate division group defined, courses from both divisions were included in the transcript even if only one division group was selected. The logic was changed to include just the courses from the division group selected.

153496

When running the AD to RE transfer, if there was a value in Major 1, then the Program 1 value is getting added to Major 2 in Degree History. We now honor the order of the programs in candidacy.

156014

A SQL error appeared for the Graduate Only report during the NSC Create Transmittal process.

156373

The IPEDS Completions report incorrectly calculated students’ ages using the report date.

157635

The Student Holds window took a long time to appear when schools had a large number of students and groups.

158134

NSC does not want the Anticipated Graduation Dates provided for students with W, G or D statuses. As a result, we will no longer require AGDs for those statuses.

Enhancements
New CHECS Process for Georgia HOPE Program Eligibility

Calculating a student's eligibility for Georgia's HOPE program has been difficult at times because of confusion about transfer courses, weighted STEM courses, and so on. Therefore, for all terms after the Fall 2018 term, the Georgia Department of Education will calculate the Scholarship GPA and eligibility with the information you provide to the state. You then import the Department's eligibility information into J1 Desktop.

The new process is called the College HOPE Eligibility Calculation Service (CHECS). You submit snapshots to the service. CHECS sends back the students' calculated eligibility. You import it to update scholarship eligibility in J1 Desktop. Next term you repeat the cycle.

To make the process work in J1 Desktop, we've added a few features to existing windows.

Important

These features are available only to schools with the GA College HOPE Eligibility Calculation Service license.

  • GPA Tiers Definition window. The new Checkpoint Code column maps your Tiers to the CHECS checkpoint codes.

  • Scholarship GPA History window

    • Georgia Scholarship Term Code Definition tab. Map the CHECS year/terms to your years and terms.

    • GPA Eligibility Definition tab. Allows you to indicate which of the GPA Eligibility options should be marked as eligible grants and scholarships for the Georgia HOPE programs.

    • GPA/Checkpoint Import tab. This is where you import the state's eligibility calculations.

  • State Reporting Snapshots window. On the Define Criteria and Collect Sate Report Data pop-up, you'll select one of the new purpose codes (GATRANSCRIPT or GACHECS) to create a snapshot to send to the state.

For detailed instructions, see the Georgia CHECS Process for HOPE Programs Eligibility Guide on MyJenzabar.

Resolved Issues

Issue

Description

147345

Users were unable to delete a Catalog record.

149654

In the Preliminary, Corequisite, and Prohibited classes windows, setting Corequisite courses by course code caused the Add Co-requisite prompt to not display if Reg Config Coreq Components was less than the Section Components. Co-requisite courses are now identified correctly.

152528

The FN_REGEX_VALIDATE function was updated to return a valid status when the email address has 2 periods following the @ sign.

152544

The audit trigger on SectionMasterGradePeriod errors with Invalid Syntax at 'd'. This was reported as an error when changing the Credit Type on the Courses window.