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Faculty - Access to Courses and Students by Course Permissions

The default Faculty Access to Courses and Students by Course is for faculty members and instructors who need access to the  courses they instruct and the students enrolled in those courses. Permission options include the ability to view and enter attendance and grades, grant overrides, view academic plans and test scores, and give course registration approvals.

General Information

Permission

Users with this permission can. . .

Can view faculty summary

View the instructor's summary page, which provides valuable information at a glance, including contact information.

Can view faculty calendar

View the instructor's calendar, which provides valuable information at a glance including course schedules and meeting locations.

Courses

Permission

Users with this permission can. . .

Can grant course full overrides

Grant Course Full overrides for the courses they teach.

Can grant course requisite overrides

Grant Course Requisite overrides for the courses they teach. This includes overrides for prerequisite, corequisite, or prohibited course registration error.

Can grant registration permission required overrides

Grant Registration Permission Required overrides for the courses they teach. This includes granting permission for a student to register for a course requiring faculty approval.

Can grant schedule conflict overrides

This overrides errors with overlapping days and times.

Can skip sending email for student overrides

Skip sending an email notifying a student that an override was granted, denied, revoked, or reinstated.

Can view attendance

View attendance reports, which is relevant to retention and reporting.

Can report attendance

Submit attendance reports, which provides information that can help improve retention and be used for reporting.

Can view course overrides

View course overrides including course, term, student, override and status, as well as the date it was entered and who created it. They can filter the list with search phrases or sort by column.

Can view course roster

View the roster of the courses they teach. They can see details on the students including divisions, degrees, and programs, as well as contact information for the student and their advisors.

Can view grades

Open the grade entry page of the courses they teach.

Note

Faculty can be assigned viewing rights to grades on the following pages, too:

  • Manage Sections page, Schedule / Faculty view

  • Manage Section Details page, Faculty tab

If instructors have the permission on any of these pages, they can view grades.

Can enter grades for open grading periods

Enter or edit grades for any open grading period.

Note

Faculty can be assigned grading rights on the following pages, too:

  • Manage Sections page, Schedule / Faculty view

  • Manage Section Details page, Faculty tab

If instructors have the permission on any of these pages, they can enter grades.

Permissions available on the Manage Sections and Manage Section Details pages:

  • No access to view grades

  • View-only access for grades

  • Can view and enter grades for ungraded sections

  • Can view and update grades for graded sections

  • Can view and edit for both graded and ungraded sections

Can view My Course Center

View the courses they teach—with links to the course summary page, the roster, and the grade book.

Can view My Course List

View and filter all the courses they teach in a full list, and see full details on all their courses.

Can view my courses

View the course summary page for the courses they teach. This lets them see the course overview including schedule, location, credits and hours, and the requirement it fulfills, as well as the registration status.

Can view textbooks

Access the Textbooks view of the Manage Sections page and the Textbooks tab of the Manage Section Details page.

Can manage textbooks

Create and textbooks, add them to sections and remove them—on the Manage Section Details page.

Course Overrides

These can be used only for students in course sections the instructor in this role teaches.

Permission

Notes

Can grant course authorization overrides

 

Can grant course corequisite overrides

Can grant course full overrides

Can grant course prerequisite overrides

Can grant course prohibited overrides

Can grant course repeat overrides

Can grant schedule conflict overrides

This overrides errors with overlapping days and times.

Can skip sending email for student overrides

Skip sending an email notifying a student that an override was granted, denied, revoked, or reinstated.

Can view course overrides

On the Faculty hub

Students

Permissions

Users with this permission can. . .

Can view student summary

View a student's overview, which includes information about Financial Aid, GPA, classification, and registration rules as well as contact information.

Can view financial aid status

View their students' current Satisfactory Academic Progress (SAP) status maintained in Desktop. This aids instructors in ensuring students are completing the required coursework at regulated standards to meet federal aid requirements.

Can view retention score

View their students' current Jenzabar Retention status. The will only have access to the information they currently have privilege to access in RMS. This aids instructors in ensuring students identified as “at risk” get needed additional attention.

Note

If your school is not licensed to use Jenzabar Retention, retention information does not appear.

Can clear to register

Clear their students to register for courses, which ensures students get needed clearance to register for their courses.. If your school does not require registration clearance, permission is not needed.

Note

Users can have permission to this feature, but it only applies to those students requiring clearance based on the web registration group configuration on the Desktop Year Term Subterm window, Control tabs.

Can perform registration approval

Approve their students' course load to complete the registration process, which ensures students get the approval required for them to complete the registration process. If your school does not require students to get registration approval, permission is not needed.

Note

Users can have permission to this feature, but it only applies to those students requiring approval based on the web registration group configuration on the Desktop Year Term Subterm window, Control tabs.

Can view graduation status

Review who has applied to graduate and where their students are within the process. If your school does not track the IPEDS graduation information, permission is not needed. Aids instructors in ensuring their students are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in the Desktop application.

Can view academic plan

Access view-only academic plan information including major/ minor/ certification requirements and progress towards these requirements, which aids staff with planning students’ curricula and ensuring they make progress on their program.

They can see notifications if there are requirements that have not yet been assigned to the student's plan, and access a view-only version of the student's academic plan.

Users who need access to all students in department courses in this role cannot modify the plan. Users can also export the plan to PDF for distribution.

Note

If your school is not using  academic planning, permission is not needed.

Can edit academic plans and approve student edits

View and edit detailed academic plan information, which aids instructors with planning students’ curricula and ensuring they make progress on their program. All features available with Can view academic plans permission are also available with this permission.

  • Access academic plan information for the students including major/ minor/ certification requirements and progress towards these requirements.

  • Export the plan to PDF for distribution.

  • Notify advisors if there are requirements that have not yet been assigned to the student's plan.

  • Add or remove terms to the student's plan as needed to meet program requirements.

  • Assign and remove program requirements to the student's plan as needed.

Note

If your school is not using  academic planning, permission is not needed.

Can view undergrad test scores

View results of undergraduate tests, which aids with planning students’ curricula and ensuring they make progress on their program.

Can view graduate test scores

View results of graduate tests, which aids with planning students’ curricula and ensuring they make progress on their program.

Can view other test scores

View results of other tests, which aids instructors with planning students’ curricula and ensuring they make progress on their program.

Can view FERPA permissions

See a student's FERPA permissions.

Can view programs

View the student's degrees, majors, minors, concentrations, and certifications. They can also see the student's entry date and expected graduation, as well as whether they are progressing on plan. This aids instructors with planning students’ curricula and ensuring they make progress on their program.

Can view student section list

View the student's course history elements including repeats, earned hours, and quality points. This aids instructors with planning students’ curricula and ensuring they make progress on their program.

Can create/edit meetings

Create new meetings from the calendars you can access in J1 Web. They can change the location, day, and/or time as well as delete meetings they create.

Can view success team

View the Success Team block on the Advisee Spotlight page. Contact Success Team members, which may include advisors, instructors, coaches, and location managers.