Degree Period 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.

Overview

The Degree Period Definitions page allows you to manage degree periods, which are used to designate graduation periods in an academic year, and for National Student Clearinghouse (NSC) reporting.

Desktop Location

Degree Period definitions can also be managed in Desktop on the Degree Period window. Changes made in Web are available in Desktop, and vice versa.

Database Location

Degree Period definitions are stored in the degree_period table.

Where Degree Period Definitions Are Used

If you designate this Degree Period as a NSC Period, it will be used in the NSC Degree Verification process and will be available for selection in the NSC Degree Period drop-down list on the Degree Verification Data Collection and Transmission window. If your organization elects not to use the NSC Degree Verification process, you can use these definitions to identify the commencement/degree periods for reporting purposes by assigning the degree period individually on a per-student degree basis.

Permissions

To manage Degree Period definitions, you must belong to a role with "Can manage degree period definitions" enabled. Jenzabar provides this permission with the Registration Module Manager and Registrar default roles, but your school may have created a customized version of this role.

Fields

Field	Note
Code	Up to 10 characters. Required. Not editable for existing definitions. Must be unique.
Description	Up to 80 characters.
NSC Period	Yes or No drop-down menu selection. If you select Yes, this period will be used in the NSC Degree Verification process and will be available for selection in the NSC Degree Period drop-down list on the Degree Verification Data Collection and Transmission window.
Begin and End Date	Calendar tool. Required if the NSC period field is set to Yes. Indicates when this period begins. These dates are only editable when the Submitted option for this period is No. Begin and End Dates cannot be overlapping for NSC Periods. A message is displayed if periods have overlapping dates.
Submitted	Yes or No drop-down menu. This field is locked and cannot be edited. It is controlled by the Degree Verification process and updates to submitted when the NSC History records have been created for the period.

How To

View Degree Period Definitions

From the Registration Administration hub, under the Hub options drop-down menu, click Manage Definitions, and select Degree Period Definitions. You can also use the page search in the upper right corner of J1 Web. Just start typing the name of the definition page you want, and select it in the results.
Enter characters, words, or phrases in the Quick Filters to limit the list of definitions.
Click a heading to sort the list by that column.

Create Degree Period Definitions

Click the Create definitions button.
Enter a unique Code, up to 10 characters, required.
Enter a Description, up to 80 characters, optional.
In the NSC Period drop-down menu, select Yes or No. If you select this checkbox, this Period will be used in the NSC Degree Verification process and will be available for selection in the NSC Degree Period drop-down list on the Degree Verification Data Collection and Transmission window.
In the Begin Date and End Date fields, use the calendar tool to choose the dates for this degree period. This field is required when NSC Period is set to Yes.
The Submitted field is not editable, as it is set automatically by the NSC Degree Verification process.
Click either Save and create another or Create and close.

Edit Degree Period Definitions

Click the Edit icon on the row of a definition. The edit pop-up opens.
Once created, the Code cannot be changed. The Submitted field is not editable, but the other fields, described in the Fields section above, may be edited. Edit the available fields as needed.
Click Update.

Delete Degree Period Definitions

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 Degree Period Definitions

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.