Conduct Department 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 Conduct Department Definitions page is where you define the conduct departments that incident reports and cases are assigned to. Being able to assign both incident reports and cases to specific departments protects student data and ensures that conduct information will be reviewed by the correct department. Both incident reports and cases are department-specific.

J1 Web provides several default conduct departments, such as Title IX, Vehicle, and Dean of Students, but you can also create department definitions specific to your school's student conduct policies and procedures.

Permissions Required

To view and manage conduct department definitions, users must be in a Student Conduct Administrator or Student Life Module Manager role (or a role copied from one of those roles) with the "Can manage conduct department definitions" permission enabled.

Default Conduct Department Definitions

The following conduct department definitions are system-provided defaults. You can edit the Active status for default definitions, but you cannot delete them or edit the description. The status for all default definitions except LEG (Legacy) is active by default.

DOS: Dean of Students
GR: Greek
LEG: Legacy. The Legacy department is assigned to incidents that were created in J1 Desktop prior to the 2024.1 J1 Web release.
Tip
We recommend that you keep the Active status of the Legacy department set to No so that new incidents created in J1 Web cannot be assigned to that department.
RL: Residence Life
TIX: Title IX. Applies to student conduct incidents and cases that fall under the Title IX classification.
VEH: Vehicle

Database Location

Conduct department definitions are stored in the ConductDepartmentDefinition table.

Where Conduct Department Definitions Are Used

Conduct department definitions appear as options on drop-downs when users assign an incident report to a conduct department or reassign a case to another department.

How To

View Conduct Department Definitions

On the Student Conduct Administration Hub page, click the Hub options drop-down and select Manage definitions > Conduct department definitions. The Conduct Department Definitions page opens.

For each definition, the list displays the code, a brief description, and whether or not the definition is active.

Default definitions are indicated by a lock icon and are highlighted in orange.

To narrow the list, enter characters, words, or phrases in the Quick Filters field and and select Add '[your search text]'. You can apply more than one filter at a time.
To sort the list by a particular column, click the column heading.

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 Conduct Department Definitions

In addition to the default conduct department definitions provided in J1 Web, you can create custom definitions that are specific to your school's student conduct policies and procedures.

On the Student Conduct Administration Hub page, select Manage definitions > Conduct department definitions from the Hub options drop-down. The Conduct Department Definitions page opens.
Click Create definitions. The Create Conduct Department Definitions pop-up opens.
All fields are required.
Enter a unique Code for the conduct department. The code can contain a maximum of 10 characters.
Enter a brief Description of the conduct department. The description can contain a maximum of 60 characters.
The Active field defaults to Yes. To make the definition inactive, select No from the drop-down.
Click Save and create another to save the definition and clear the fields so you can create another. Click Create and close to close the window and return to the Conduct Department Definitions page. The new definition is added to the list.

Edit Conduct Department Definitions

For default definitions, you can only edit the active status. For non-default definitions, you can also edit the description. The code cannot be edited for either.

On the Conduct Department Definitions page, click the Edit icon for the definition you need to edit. The Edit Conduct Department Definition pop-up opens.
If you are editing a non-default definition, update the Description as needed.
Select Yes or No from the Active drop-down to make the definition active or inactive.
Click Update to save the changes and return to the Conduct Department Definitions page.

Delete Conduct Department Definitions

Note

You cannot delete default definitions. Only non-default definitions that are not in use can be deleted.

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

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. 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.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
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.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.