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Secondary Advisor - Access to Students by Athletic Roster Permissions

The default Secondary Advisor, Access to Students by Athletic Roster role gives a user the ability to access student information based on the active sports students are participating in and the users associated with those sports. This ensures athletic coaches, directors, and compliance officers automatically have access to any students participating in a particular sport. If a student drops the sport, the users in this role can no longer access their information and if a student joins a sport, the users in this role can automatically access their information. Athletic department users can only access the Academic Advising hub once they have been assigned to a role with permission to at least one Academic Advising hub feature.

For athletic department users to see student information:

  • Athletic department users must be active J1 Web users (Desktop Users window) and associated with an enabled sport in J1 Web

  • Students must be active in the current year/term (Desktop Student Information window, Student tab, most recent year/term information)

  • Students must be associated with a sport (Desktop Sports Tracking window)

Note

You can set up multiple variations of this role and enable one or more sports per role. For example, if you have a compliance officer who needs access to students associated with all sports, you can enable all the sports or if your school has different divisions with several sports falling under those divisions, you can create different roles an enable any and all sports that apply or if you have football coaches who just need to see the football rosters, you can enable just football. Customize the roles to meet your school’s needs.

Students

Permissions

Users with this permission can . . .

Can view advising summary

View information on the main advising administration hub page. They can also view academic plans, academic calendars, advising cycles, and more on the advising administration hub page.

Can view advisee roster

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

  • View and filter current advisees according to classification and advising cycle.

  • Review advisee information can include developmental courses, placement test scores, GPA, intended major/ minor/ certification, financial aid, retention status, and contact details that may impact advising recommendations.

  • Access advisee contact information.

  • Assign or reschedule an advisee appointment.

  • Identify advisees with whom the advisor still needs to meet and utilize scheduling features to set up appointments.

Can view student summary

View an overview of student information related to retention, enrollment, career hours, academic standing, degree, and registration requirements in one place (Student’s summary page). Access to contact information is also available.

Note

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

Can view financial aid status

View students' current Satisfactory Academic Progress (SAP) status maintained in J1 Desktop, which ensures students in their classes are completing the required coursework at regulated standards to meet federal aid requirements.

Can view retention score

View students’ current Jenzabar Retention status to ensure students identified as “at risk” get needed additional attention. Users will only have access to the information they currently have privilege to access in Retention Management System (RMS).

Can clear to register

Clear students to register for 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 J1 Desktop Year Term Subterm window, Control tabs.

Can perform registration approval

Approve students’ course loads to complete the registration process. If your school does not require advisees to get registration approval, permission is not needed.

Note

Users can have permission to this feature, but it only applies to those advisees requiring approval based on the web registration group configuration on the J1 Desktop Year Term Subterm window, Control tabs.

Can view graduation status

Review those students that have applied to graduate and where they are within the process, which ensures students are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in J1 Desktop. If your school does not track the IPEDS graduation information, permission is not needed.

Can view holds

View any students with issues related to their student records (e.g., fines, unpaid tuition, etc.) and access any available resolution information. Holds vary according to your institution’s hold setup, but registration and academic planning can be impacted.

Note

Users will only have access to the holds information they currently have access to in J1 Desktop.

Can view academic plans

  • View only ability to access academic plan information for the students including major/ minor/ certification requirements and progress towards these requirements.

  • View 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. Faculty members in this role cannot modify the plan.

  • Export the plan to PDF for distribution.

Can edit academic plans and approve student edits

  • View detailed academic plan information. All features available with Can view academic plans permission are also available with this permission.

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

  • Export the plan to PDF for distribution.

  • Receive notifications 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.

  • Review, approve, and deny student changes to academic plans.

Can view graduate test scores

Review a student's reported undergraduate test scores such as LSATs and information about the score including when the test was taken and if the score is official or self-reported. Assist with determining if students meet prerequisite or admission requirements, aptitude standards, and course level for admission and/or placement.

Can view undergraduate test scores

Review a student's reported undergraduate test scores such as SATs and information about the score including when the test was taken and if the score is official or self-reported. Assist with determining if students meet prerequisite or admission requirements, aptitude standards, and course level for admission and/or placement.

Can view other test scores

Review a student's reported test scores including when the test was taken and if the score is official or self-reported. Assist with determining if students meet prerequisite or admission requirements, aptitude standards, and course level for admission and/or placement.

Can view programs

Have view only access to review a list of the programs offered at your school and use filter/search features to see them by year, status, and degree. They can also review draft and published program information including how many students are enrolled and CIP code. Determine if a program is planned, ready for planning, for doesn’t require planning.

Can view advisee's to do list

Review the advisee's "to do" list to identify pressing to do items and items that haven't been completed.

Can view success team

View any and all advisors, coaches, faculty members, and location managers assigned to or associated with a student. Team members can contact one another to follow up with tasks related to the student and/or mitigate any issues.

Can contact success team

Contact any and all advisors, coaches, faculty members, and location managers assigned to or associated with a student to follow up with tasks related to the student and/or mitigate any issues.

Can view goals

Review a student's progress with their goals to identify goals that aren't yet underway, but have a pending deadline. You can follow up with a student to identify and address issues that might be keeping them from meeting their goals. This helps ensure student success and fosters student retention.

Can create & edit goals

Create and update student goals to help keep students on track for meeting key deadlines and provide information that will help the student meet the goal. For example, if the student is planning to meeting with your campus career development center, you can link to their contact information.

Can view Career Coach

Can view student's Career Coach results with the Lightcast Integration license.

Can view student section list

View all students' course history elements including repeats, earned hours, and quality points. This helps ensure that students make progress on their programs. The student's section list can appear on the following pages, which are both accessed from the student's Summary page.

  • Student Section List

  • Transfer Entry

Can create/edit meetings

Create new meetings from the calendars they can access in J1 Web. They can also change the location, day, and/or time for meetings they create.

Can view transfer sections

View a student's sections transferred from another institution. Accessed on the student's Transfer Entry page from their Summary page.

Registration Management

Permissions

Users with this permission can . . .

Can register advisees

Register courses for advisees from the My Advisee Roster page in the Academic Advising hub.

Note

In order for advisors to have access to the courses to register, they also need the "Can view courses" permission found in the Course Information - Access to All Courses role. You can assign them to a copy of that role with only "Can view courses" selected if you don't want them to have the other permissions in that role.

Can drop courses for advisees

Drop courses for advisees from the My Advisee Roster page in the Academic Advising hub.

Note

In order for advisors to have access to the courses to drop, they also need the "Can view courses" permission found in the Course Information - Access to All Courses role. You can assign them to a copy of that role with only "Can view courses" selected if you don't want them to have the other permissions in that role.

Course Overrides

These can be used only for advisees assigned to the advisor in this role. Advisors use these permissions when registering students from the My Advisee Roster page.

Permission

Notes

Can grant course authorization overrides

This includes course sections that otherwise require the instructor's approval.

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.