Advising
Tip
Only releases with enhancements or resolved issues for this module have content below.
Advisors now have robust tools for registering students. From their Advisee Roster page, advisors can view a student's planning calendar to see how their schedule is shaping up. They can place course sections tentatively on the calendar to see schedule conflicts and other potential issues. The calendar shows how many seats are left in unregistered sections. Advisors can quickly register courses, add coreqs, remove unregistered courses from the calendar, and drop or withdraw registered courses. A full course search helps advisors find the needed sections.
The planning calendar is also available from the Student Registration page and a student's Summary page. For more information, see the Student Planning Calendar in J1 Web topic in the J1 Web online help.
These resources are new or updated since the previous J1 release:
J1 Web Advising Roles and Permissions Transition Guide (new)
J1 Web Academic Advising User Guide (updated)
J1 Web Advising Admin and Setup Guide (updated with new topics for Reuse (double-dipping of requirements) and the student planning calendar for registering students)
The Academic Advising and Advising Administration hubs have new menus to help you navigate efficiently.
In Academic Advising, the information is grouped by your roles as advisor: Primary, Secondary by Academic Program, Secondary by Campus Location, and so on. This navigation pattern is used consistently in the Navigation panel, the Hub Options drop-down, and the tabs on the Summary page.
The pages in Advising Administration are grouped in the Navigation Panel and Hub options into the following categories:
Advisees: Alterations: Alterations, Manage Advisees, Student Aims, Student GPA Profiles
Advising Analytics: Advisor Meeting Status, Section Projections, Student Registrations
Advisors and Advising Setup: Approvals, Advising Cycles, Automated Advisor Assignments, Manage Advisors, Program GPA Profiles
Definitions: Advising Requirement Types, Aim Labels, Goal Types, Requirement Met By Types
Settings and Roles: Advising Roles, Settings
Tree Building: Academic Plans, Advising Requirement Codes (ARCs), Advising Trees, Copy Program Requirements, Degree/Aim Cross-Reference
When you add a note to an advising meeting, J1 Web now makes it a communication using the Communication Management features. It's available for editing from the meeting's pop-up window.
For more information, see the Manage Advising Appointments topic in the J1 Web online help.
J1 Web can now automatically assign advisees to advisors according to the rules you set up. The process runs daily, and you can also run it manually if you need an immediate update. Assignments are based on advisor sets—groups of advisors with a common purpose.
For more information, see the Automated Advisor Assignments topic in the J1 Web online help.
Permissions for holds have moved to the User Management hub, System Roles page, Person Management role. You can assign various levels of access (None, View, Add, Add and Remove, or Admin) to individual hold types.
For more information, see the Advising Student Holds topic in the J1 Web online help.
You can now add and maintain TSI student status records in J1 Web. The Texas Success Initiative Student Status pop-up is available from Manage Advisees page or from a student's Summary page.
For more information, see the Manage Advisees topic and the Texas Success Initiative Student Status topic in the J1 Web online help.
Advising Worksheet: Consistent Versions in J1 Web
The Advising Worksheet has two versions: one intended mostly for students (on the Campus Portal), and the other intended mostly for administrators. Until now, from a student's Summary page in J1 Web, the student-oriented version was called. But starting with J1 2023.3, J1 Web will consistently deliver the administrator-oriented version. Currently, it's available from these locations:
Student Summary page: Person options, Student, Reports, Advising Worksheet
Manage Advisees page: Reports and Processes drop-down: Advising Worksheet
Student Aims page: Reports and Processes drop-down: Advising Worksheet
You can select your Advising Worksheet report layout on the Advising Settings page with the Default Advising Worksheet setting.
Warning
If you have a customized version of the Advising Worksheet report, be sure to select it on the Advising Settings page, Advising Worksheet category, Default Advising Worksheet setting.
Note
To view or designate the Advising Worksheet layout that appears in the Campus Portal, use the UI Configuration window in Desktop. Select the Category Name: Advising.
For more information, see the Advising Worksheet Settings topic in the Jenzabar One Web help.
Many more Advising features have arrived in Jenzabar One Web.
Student Aims
Advising Alterations
Synchronize Advisee Information
GPA Profiles
Compute Student Progress
Section Projections
Reports: Graduation, Advising Worksheet, and Student Academic Plan
Advisor-Advisee Relationships
Links to catalog courses from ARC definitions
Edit individual Aim Labels and Requirement Met By Types
Advising Settings
All of Advising Configuration from Desktop is now available in the Jenzabar One Web Advising Settings. For more information, see the topics for each of the new settings on our help hub:
Automatically Update Advising from Registration (Settings)
Calculate GPA for Major, Minor, Concentration, Certification (Settings)
New to the Advising Administration hub's Admin Options menu are Advising Alterations, Program GPA Profiles, Student GPA Profiles, and Student Aims. With these arrivals, the transition from Desktop to Jenzabar One Web is nearly complete.
In addition, there's an entirely new feature, not found in Desktop. Section Projections helps you predict how many sections of each course are needed in a particular year/term.
See the individual help topics for more information:
In addition to the new pages arriving from Desktop, many new features are available on existing pages.
On the Manage Advisees page:
Jump to these processes and reports:
View Advisees by Data Set: Use data sets and filters to find advisees or groups of advisees to view and administer.
Set the Advising Relationship between an advisor and an advisee to active or inactive.
Jump to an advisee's Student GPA Profiles page.
View and manage an advisee's advising team. This is available on the Advisee Roster page, too.
Send communications to secondary advisors.
Open an advisee's Communication Feed (for schools with Communications Plus) or Interaction Inventory (for schools not licensed for Communications Plus). This is available on the Advisee Roster page, too.
On the Advising Trees page, we improved the labels to make the work flow more intuitive. We also included new options in the Actions drop-down: Add single requirement and Add batch requirement.
On the Advising Requirement Code (ARC) Definitions page, you can jump directly to the Manage Catalog Course pages for courses assigned to requirements.
On the Advising Administration Summary page, the Student Progress Locks block has been expanded and renamed. It's now the Student Progress block. It includes the at-a-glance statistics about the Compute Student Progress process, and you can change the recalculation frequency. Also on the Summary page, you can add and manage Custom Content blocks.
On the Requirement Met by Types Definitions page and the Aim Label Definitions page, we've added an Edit option for each individual definition. (There was already an option to edit selected definitions.)
On the Create Advising Cycle page, you can now select the current date for the Cycle Begin Date.
Issue | Description |
|---|---|
113639 | The Degree/Aim Cross Reference window would not save when the rows were filtered. |
143644 | In the Assign Students to Advisor window, users were unable to search by advisor name. |
20919 | Custom SQL queries used for the Sync Advisee and Sync Advisor process were saved in the CMReport.pbl file instead of the AVReport.pbl file. |
RN20392 | The Degree History List and Update window retrieved results even if the Infomaker Query did not match any records. |
RN20744 | Custom queries did not appear in the Maintain Advising Groups window. |
RN20768 | On the Advising Worksheet report there was unnecessary space between the City and State. |
RN50121 | There was an Error when removing *FREE group that is currently being used in Student Plans in Institutional Requirement Trees. |
RN50529 | Non-plannable requirements were being assigned academic planning information for advising trees. |
RN51655 | Advising Meeting Date was not displaying the correct date on the Advising Worksheet. |
RN53675 | Advisors couldn't see student's holds on the Campus Portal Advising Worksheet (Course Schedule feature). |
RN53803 | Withdrawn Free Elective courses were appearing in the #ADMN bucket instead of the *FREE bucket on the Advising Worksheet report. |
Advising Trees, ARCs, and Degree/Aim Cross-Reference Arrive
We're excited to bring Advising Trees, ARCs, and Degree/Aim Cross-Reference into J1 Web! With the arrival of these big features, you can build out your requirements, and curricula in J1 Web—and even work with academic plans directly from within trees—and synchronize them with Registration.
Advising Trees
Advising Trees are on the Advising Administration hub. You can quickly view, edit, or copy trees, or create new ones.
You can also work with requirements side-by-side with the tree.
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For more information see the Advising Trees topic in the online help.
Now You Can Exclude Courses or Groups from Planning
One problem in student academic planning has been that searches return courses that meet requirements but aren't offered this term. Now you can hide those courses from the planning process. Select a group or course requirement on the Advising Tree, and select the Exclude from Planning checkbox so it won't be available for planning.
Advising Requirement Codes
Advising Requirement Codes (ARCs), the buildling blocks of your Advising Trees and academic plans, are also now on the Advising Administration hub.
View, edit, create, download, and delete ARCs in one convenient location.
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The filters help you find what you're looking for quickly.
For more information see the Advising Requirement Codes topic in the online help.
Advising Requirement Types
Advising Requirement Types, and important element of ARCs, are also on the Advising Administration hub now. You can view, edit, create, download, and delete them just as you can ARCs.
For more information, see the Advising Requirement Types topic in the online help.
Degree/Aim Cross-Reference
With Degree/Aim Cross-Reference now inJ1 Web, it's easier to manage the connection between aims and degree programs, keeping Advising and Registration synchronized.
For more information, see the Degree/Aim Cross-Reference topic in the online help.
Manage Advisees and Manage Advisors
Two more pages now available in Advising Administration are Manage Advising and Manage Advisors.
Manage Advisees
View information on advisees such as their advisors, classification, major, division, aims, holds, and FERPA restrictions. Jump to their academic plan. View a student's advising team. Contact their primary advisor or all their advisors. Send a communication selected advisees.
For more information, see the Manage Advisees topic in the online help.
Manage Advisors
View information on advisors and their advisees. Edit advisors' roles and permissions, and send them communications.
For more information, see the Manage Advisors topic in the online help.
Enhancements to Advisee Roster
Several enhancements make advisors more efficient.
Advisors Can Register and Drop Students from Advisee Roster
Advisors can now register and drop student courses directly from the Advisee Roster page.
Registering an advisee:
Dropping a course for an advisee:
Currently Registered Field Added to Advisee Roster
A new field, Currently Registered, is now available on the Advisee Roster page. It shows whether the advisee is currently registered in any term. You can use the filter to search for advisees who are currently registered.
The value is Yes if the student has any sections in any term that currently have a status of either C (Current, also known as Registered) or R (Reserved). The value is No if no section in any term currently has a status of C or R. That status is in these locations:
Database: student_crs_hist.transaction_sts
J1 Web: Student Section List, Status column
Desktop: Student Registration window, Registration tab, Register subtab, Status column (for any and all terms)
For more information, see the Advisee Roster topic in the online help.
Issue | Description |
|---|---|
RN47864 | In rare cases where an Academic Plan was copied using Copy Program Requirement, and a course requirement had been previously excluded from the plan, but then added back to the default plan, the requirement did not copy correctly. |
RN48338 | Program Requirements did not remain filtered on the Academic Plan page. |
RN49054 | A permissions issue prevented authorized users from viewing the Advisee Roster. |
RN49317 | Advising trees had multiple active statuses when using Copy Program. |
RN49659 | The Advisee Roster failed to load when the Retention data was unable to be retrieved. |
RN50502 | The student's name did not display as a link on the Advisee Roster card view when the student did not have an academic plan. |
RN50531 | In certain cases, the Planning Hours for groups did not display correctly in the Student Academic Plan. |
RN50984 | Web users with the Advising - All Students role could not view students with an inactive advisee status. |
RN52553 | Academic plans could not be published when the advising requirement code was used multiple times in a single academic plan. |
RN53146 | Students were not being grouped by classification correctly on the Advisee Roster card view. |
RN53348 | In some cases, the incorrect number of unassigned requirements were displaying for a plannable group when the group had nested groups underneath it. |
Issue | Description |
|---|---|
RN8948 | When the Allow Reuse value was updated on the Institutional Requirement Trees window, the user_name, job_name, and job_time columns were not updated in the database table. |
RN17173 | On the Advising Configuration window, in certain situations the number of students currently requiring recalculation was incorrect. |
RN21652 | On the Student Information window, Advising tab, Advisors section, the Type column did not populate for the first row as expected. |
RN21814 | If a student had a substitution, and dropped and then later successfully passed the substituted course, the Advising Worksheet incorrectly showed the requirement as Not Met. |
RN36602 | On the Institutional Requirement Trees window, users received an error message when attempting to delete an elective group containing a course that had been assigned to a student's academic plan. |
RN44294 | When either Alt 1 and/or Alt 2 GPA were selected on Registration Configuration, Repeat/Transcript/GPA tab, then Advising Worksheets did not show the corresponding information in the J1 Desktop product (or through Campus Portal). |
RN44651 | Advising Worksheet PDFs had a blank page inserted every other page. |
RN46185 | For courses with a required minimum GPA, if a student's grade was exactly the same as the required minimum GPA, the course requirement incorrectly showed as Not Met. |
Decline Registration Approval Requests
Advisors can now decline student requests for Registration Approvals in the same way they can approve them. On the Academic Advising hub, the Registration Approval block now includes the option to Deny Courses. If your school has automatic communications turned on, a notification will be sent to the student, informing them of the advisor's actions.
Emsi is now Lightcast
Career Coach by Emsi is now Career Coach by Lightcast. All of the same Career Coach features and functionality are there, with new branding and a newly updated guide on MyJenzabar.net. Career Coach User Guide
Advisee Roster Filter Additions
Two additional fields have been added to the Roster Filter on the Advisee Roster by Primary Advisor page: Status and Retention Status. The Status filter allows you to see inactive students in your roster. The student's Advisee Status is managed with the Active checkbox on the Maintain Advisees window in Desktop. The Retention Model Status filter allows you to sort on the risk level assigned to students if your school has the Retention feature enabled.
Unofficial Transcript and Academic Plan PDFs
A previous option to send unofficial transcripts and academic plans as pdf attachments to email communications from the Advisee Roster has been replaced with a link to the student's Student Home Page in the campus portal.
Issue | Description |
|---|---|
RN35968 | On the Student Summary page, the FERPA block was not visible to advisors. |
RN36735 | On the Academic Advising Summary page, hold information on the Holds by Primary Advisor block did not display the hold code, type of hold, or when the hold was placed. |
RN39694 | On Academic Plan pages, Year/Terms without a Term Start Date displayed out of chronological order. |
RN39870 | The Registration Clearance and Registration Approval blocks and pages were sorting years and terms by description rather than chronologically as intended. |
RN39411 | On the Academic Plan page, users were unable to plan a Free Elective down to a course if the course had been planned in a previous term but never completed. |
RN43947 | On the Advisee Roster, contact information displayed to advisors who did not have permission to view contact information. |
RN44201 | For Student Plans, multiple requirements in the plan were being associated with the same student course history record. |
RN46109 | On the Student Academic Plan page, for students with an Academic Plan that contained no requirements and completed Free Elective courses, the plan did not load. |
RN46767 | On the Student Summary page, the Registration Clearance block did not load if the student had an empty academic plan with no requirements. |
RN46785 | On the Student Summary page, Registration Clearance block, in some cases students incorrectly required clearance to register for open subterms. |
Issue | Description |
|---|---|
58376 | Students couldn't see their own holds on the Campus Portal Advising Worksheet (Course Schedule feature). |
69976 | The Degree Audit PDF from the Degree Audit feature used the wrong description for the advisor type. |
73336 | The function used by some reports to display date/time (f_get_current_date_time) was returning an empty value. Customers need to regenerate the affected reports in the avreport library:
|
116371 | The Compute Student Progress (AV recalc) process now considers “Hours Earned + Hours in Progress” in comparison to Hours Needed. It previously used “Hours Earned” in comparison with Hours Needed. For example, a student needed one course (3 credit hours) to complete a group requirement. They register for two applicable 3 credit hour courses. When the term started, both were counted as part of their degree program and therefore eligible for financial aid. When the term ended, the student successfully completed both and the Compute Student Progress process completed the group requirement with one course and dropped the other course to the free elective group or Admin bucket. This allowed the student to receive financial aid for a course that was not a part of their program because the software did not properly ascertain the student only needed one of the courses. The Compute Student Progress process now determines the course is not needed for the group requirement and applies it elsewhere in the institutional requirements tree or the free elective bucket (if there is room). If neither of those options is available, it is not considered as part of the student’s program and financial aid is disbursed accurately. |
202760 | When "Apply unsatisfactory course to requirement until forgiven" was set to No, when students failed a course that was in the *FREE bucket, it was permanently moved to the #ADMIN bucket and didn't get moved back to the *FREE bucket when they repeated the course. This caused issues in the AC recalc process. |
RN31854 | Cumulative courses that were put in the *FREE bucket did not show an 'In Progress' message on the Advising Worksheet. |
RN34590 | Adding a row to the Advising Codes Definition window failed when there were no advising requirement types for the CRS type in the Maintain Advising Requirement Types window. The same issue occurred when attempting to add a cumulative course and an advising requirement type of CMCRS did not exist. |
Desktop Definitions Now in J1 Web!
We have started moving over some functionality from J1 Desktop to J1 Web! The following Advising definitions can now be managed in Desktop or Web. Changes made in either will display in both platforms.
Plan Requirements Automatically Update
When a student drops or changes a program, now their academic plan will automatically adjust requirements accordingly without needing a manual update.
New Logic to Determine Active Students
In order to be considered an advisee in a secondary advising role, or the AV All Students role, the student must be an active advisee. The system now uses ADV_MASTER.ADV_STUD_ACT instead of DEGREE_HISTORY to determine whether a student is an active student for these advising roles.
Issue | Description |
|---|---|
197774 | Updated the descriptive text for the Employees section of permissions on the Academic Advising Module Manager role. |
RN28548 | The Change Selection link disappeared for elective requirements that existed underneath an AND group. |
RN28901 | Courses couldn't be replanned in a student plan after students dropped or withdrew from the course. |
RN36274 | The error message for the Copy Program process didn't explain the issue with enough detail (Advising Administration Hub > Admin Options > Copy program requirements). |
RN36276 | Plan requirements weren't displayed on the Student Plan page when students registered for a course in a term after the term in which the requirement was originally planned. |
RN36280 | The Copy Program process attempted to replace an advising tree if it already existed in the copied to year but was not created by the Copy Program process. |
RN36525 | When multiple terms were open for registration clearance, the Registration Clearance block didn't display correctly after the term was changed (Student Summary page > Registration Clearance block). |
RN36528 | Course requirements that were listed twice within the same plannable OR group were listed twice in the Student Plan. |
RN36733 | There was a loading error when advisors tried to open a pending To Do for students that were no longer enrolled. |
RN37801 | If students registered for more courses categorized as free electives than were required in their academic plan, Free Elective requirements added via the Add Elective pop-up on the student plan page didn't appear on the plan page. |
RN37921 | Programs didn't load on the J1 Web Program Planning page if the Degree/Aim Cross Reference window contained invalid data. |
2021.3
Issue | Description |
|---|---|
RN24465 | On the Degree/Aim Cross Reference window, for programs that contain a Total Credit aim, users received an error when setting the Status to Ready to Plan. |
Student Reports Accessible for Advisors in J1 Web
We have added two reports to the Student Summary page. These reports can be accessed by the student's advisor. The reports that have been added are the Student Schedule report and the Student Grade Report. Reach the Student Summary page by clicking on your advisee's name in the Academic Advising hub, or on your Advisee Roster. The reports are in the drop-down menu of the blue Student button in the header section of the page. Both of these reports are the same reports that the student is able to generate in Campus Portal.
Specify Resident/Commuter Status in Applicant Groups
You can now specify whether students in applicant groups are residents or commuters. You may choose to have an applicant group of only residents (students who live in campus housing), only commuters (students who do not live in campus housing), or a group with both. When you create a new applicant group, you can select whether it will be a resident or commuter group. This setting only sets the initial status for each student in the applicant group; it is not a "group" setting, so you can change any individual's status at any time. Resident/commuter status can be changed by updating the student details on the Session roster page, or when you submit the student application.
Resident/Commuter status only affects whether or not a student can be assigned to a resident bedroom. Once designated as a commuter, a student cannot be requested as a roommate or be assigned to a bedroom.
Warning
If a student is already assigned to a bedroom, and their status is changed from resident to commuter, they will automatically be removed from the bedroom assignment.
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Issue | Description |
|---|---|
RN24738 | An issue in J1 Web Advising prohibited Student Goals and Academic Plan PDFs from displaying properly in the Student Home Page and My Academic Plan features. |
RN26988 | The Copy Program process incorrectly created new year definitions and year/term records if sort orders for years weren't aligned sequentially with the years. Resolution Note: The copy process no longer attempts to create new year definitions or year/term records. Instead, if the needed years and terms don't already exist, the copy process will throw an error. |
RN27340 | In Advising Administration on the Plan Layout Details page for an academic plan, the Export to PDF button triggered an error. |
Issue | Description |
|---|---|
129447 | The advising requirement code and description did not display on the Advising Worksheet report for RBU requirements. The missing information now appears. |
RN20777 | A nightly database job deleted student progress data for inactive students; however, some clients still needed this information to generate Advising Worksheets for inactive students. This job has been removed and student progress is now preserved. Schools that want to remove the old student progress data can write their own database scripts to remove it. |
RN20394 | Some places in the application considered a student as Inactive if they had a future Exit Date. |
RN21690 | On the Synchronize Advisee Information window, the sync process failed if the Synchronize Student Plans with Degree History checkbox was selected and the existing student plan had data in the CourseReqPlanning table. |
RN21454 | On the Compute Student Progress window, in certain situations groups with alterations were not being set to Met even when the needed conditions were satisfied. |
Issue | Description |
|---|---|
175054 | On the Advisee Spotlight page, Success Team block, Primary Advisors were also displayed as Secondary Advisors. |
RN19260 | Minor elective requirements were missing from the Unassigned Requirements block when the same requirement was already met within the major but not yet met for the minor (or certification, concentration, or double major). |
RN19261 | Once the attendees had been marked as attending or not attending a past advising meeting, these values could not be changed. |
RN21273 | Electives from aims not accounted for in the default academic plan would sometimes remain in Unassigned Requirements after the elective had been met. |
Issue | Description |
|---|---|
184232 | Users were able to enter duplicate Division/Advisor numbers from the Maintain Advisees window and that created database errors in the Student Information window > Advising tab for the same Advisee ID. |
190859 | Advisor Workload Report Preview produced a database error when the advising year was selected for report criteria. |
198380 | The Institutional Requirements Trees window and View Institutional Requirements window didn't have the same tree values in the Requirements drop-down. |
204936 | Incorrect validation message when degree rows with a Ready for Plan status were deleted from the Degree/Aim Cross Reference window. |
Student Summary Displays SAP Status
If your school is calculating Satisfactory Academic Progress (SAP) through Desktop Financial Aid Manager, academic advisors can view a student’s SAP status in the Overview block of the Student Summary Page. They can also check whether or not the student is a financial aid recipient. Current statuses appear independent of your school’s financial aid system.
Important
Only advisors with certain permissions can see this information.
Add Elective to Student Academic Plans
Advisors may find that a student has used all course slots required for their program, but still needs additional planned hours to complete their requirements. To provide the additional hours, you can now add FREE electives to a student's plan to allow additional courses to be added. While working with your advisees, you can select specific courses when planning free electives.
To add free electives, go to the student's Academic Plan page, click the blue Options button and select Add elective.
In the Add Elective popup, select FREEELEC.
When you return to the Academic Plan page, you will be able to select a course to meet this elective.
Issue | Description |
|---|---|
205758 | When an academic plan status was in the Needs Review status, clicking Ready to Publish brought up the Publish pop-up instead of the Ready to Publish pop-up. |
207080 | The Registration Clearance and Registration Approval blocks didn't load when advisors searched for students that weren't in the ADV_MASTER. |
207333 | The Copy Program Requirements wizard did not copy degree/aim records with Total Course Credit aims. |
207793 | Advisees that did not have academic plans had an Off Plan label. |
209072 | The Needs Review and Ready to Register columns were not displaying accurately on the Registration Clearance full list view when filtering the list of students down by an advising cycle for students with an academic plan. |
Issue | Description |
|---|---|
180267 | (Degree/Aim Cross Reference) If a user saved a master row and then added some Aims, they would get an error if they tried to delete the row. |
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). |
203560 | Deleting a Degree/Aim with a default plan would partially delete, and then fail. |
New EMSI Career Coach Integration
Emsi Career Coach is a powerful tool to help your advisees find potential careers based on their interests, and now it can be integrated with Jenzabar One. Once your school has and Emsi account, the new Jenzabar Unity platform allows Career Coach to be added to J1 Web (for advisors) and the Campus Portal (for students).
Students begin by accessing the Career Coach website, creating an account, and taking an assessment. Their results will automatically be displayed in their Campus Portal and in J1 Web. You can see your advisee's top traits, career matches, and saved careers, providing a great starting point for you to discuss their goals and academic plans. All of the information shown in the Career Coach feature comes directly from the Career Coach website.
You can find the Career Coach block in the Academic Advising hub, on the student's Advisee Spotlight page. You will only see your advisee's Career Coach assessment if:
Your school has integrated Emsi Career Coach with J1 Web,
Note
Ensure that the Jenzabar Unity URL has been added to the J1 Web Product Installs and Sign In page.
Your advisee has taken the assessment, and
You have proper permissions.
For more information about Career Coach setup, see the online help for J1 Web.
Edit Published Academic Plans
Academic Administrative users who have permissions to edit academic plans may now edit them even after they are published. Editing a published academic plan will change the status of that plan to Needs Review. Changes will not affect students currently assigned to that plan, but will be in effect for new student academic plans going forward. Users with these permissions may also delete academic plans that have no students assigned.
New Advanced Filter for Academic Plans List Page
We also added a powerful filter for the Academic Plans list page. This filter will make it easy to find the academic plan you are looking for.
Issue | Description |
|---|---|
108323 | Students with no row in ADV_MASTER were not being included as a secondary advisee, even if a relationship existed between the secondary advisor and student. |
123043 | HTML markup was not being saved properly when creating or editing student goals. |
174076 | Users were able to assign the same requirement twice when editing an academic default plan by clicking the "Assign" button twice in a row. |
178456 | Appointments cast on the last day of the available time range were not always visible to the student or advisor when selecting a meeting time. |
190039 | On the Publish to Advisors page when creating an advising cycle, the Options button was being incorrectly enabled after adding a new advisor. |
190774 | On Step 1 of creating an advising cycle, Year/Terms were being displayed as enabled even though there were no eligible web groups for the advising cycle date range. |
197073 | Clicking "Select All" on the Academic Plans full list page was only selecting the rows from the current page, instead of all rows in the table. |
197258 | After performing a copy in the Copy Program Requirements wizard, the incorrect year was being displaying when the Step 1 page loaded. |
197332 | Message text on the Cast Appointment Blocks page was incorrect. |
198228 | Advisors were unable to send emails to more than 2100 students at a time from the Advisee Roster. |
198231 | On the Advisee Roster, the Academic Plan Status filter was not honoring all values selected in the filter. |
198295 | On the Advisee Roster, the Financial Aid information was not displaying properly for secondary advisors. |
198256 | The alert bar was not always displaying properly when approving pending changes from the Student Academic Plan page. |
198428 | The "Hide current enrollment summary" text was not always displaying properly on page load on the Student Academic Plan page. |
198853 | On the Advisee Roster, the Financial Aid information displayed in the full list and advanced filter was not always correct. |
199925 | The Free Elective modal wouldn't work if the student had free electives in their plan tied to either inactive catalog records or catalog records that did not exist at the school. |
200077 | Programs with a Course Total aim were not able to be copied in Copy Program Requirements. |
201344 | If an advisor and advisee relationship existed for multiple advising cycles, the advising cycle view would fail to load on advisee roster. |
201678 | Meeting information was not always being displayed correctly on the Registration Clearance block and full list table in J1Web. |
203835 | On Copy Program Requirements, if the school had set up their Year Definition to use a non-sequential sort order (i.e. 2018 - 100, 2019 - 105, 2020 - 110), then the Requirement Sets section of the Copy From step would display as blank when copying majors. |
204323 | Advising cycles were incorrectly being set to Completed one day too early. |
205396 | (Advising Administration) If there are multiple active records in DegreeAimXrefMasterStatus for a single program, the Program Planning block fails to load. |
Automated and Scheduled Process 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 executable 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.
Issue | Description |
|---|---|
182072 | Some student aims were not synchronized after the synchronize advisee information process was run. |
192370 | Some student aims were not applied to a student's minor even after the synchronize advisee information process was run. |
192329 | Invalid “record locked” and "-3113 of_lock_student" error messages appeared for some users when calculating a student’s progress. |
Academic Advising Hub - Access by Roles
The Academic Advising hub is now accessible for secondary advisors. Tabs present different summary pages based on your role permissions and relationship to students.
Note
Tab names are determined by role names, and so may vary from those shown in the example. When creating a new role, try to use a short, succinct name. Longer names may not display well on tabs.
Caution
The new permissions associated with this feature will be automatically turned on for all Jenzabar-created default roles. For custom roles that your school has created, an admin user will need to select the "Can view advising summary" and "Can view advisee roster" on the role permissions page.
Create Advising Meetings
Advising meetings are the new advising appointments! The advising calendar drop-down option has been renamed Create advising meeting and opens up the new Create meeting page. The updated create meeting page rearranges the meeting information into distinct sections for meeting basics and location, date, and time details.
The Subject and Category are set to Advising meeting by default and cannot be edited. The meeting Location defaults to the adviser's office, but it can be updated to another location if needed.
Issue | Description |
|---|---|
169735 | Updated text in the modal to make it work for both students with and without a plan. |
169770 | If one or more advisees were missing a record in STUDENT_DIV_MAST the Advisee Roster would not load correctly. |
176145 | Updated text across hub pages so that case is consistent. |
190939 | Progress bar on Section Planning confidence block was not showing the correct percentage. |
190999 | Application was using the old "Requires Registration Clearance/Approval" logic from TW_GROUP_DEF, rather than the new logic in TW_TIME_CTRL when determining whether to display the Registration Rules text. |
193839 | Modified the functionality so any student who exists in Sports Tracking for the sport or set of sports associated with the "Secondary Advisor by Athletic Roster" role will count as an advisee, regardless of the term. Previously, only students associated with the sport in the current term defined in Registration Configuration were counted. |
193855 | Error messages no longer appear and functionality issues no longer occur for users with negative ID numbers. |
Issue | Description |
|---|---|
174720 | When a Minor 4, Major 4, or Certification 4 was added to the Student Information window, Degree tab, the associated Degree/Aims were not copied to the advisees aims. |
Advanced Filter Added to Advisee Roster
One of the most requested features for the Advising module was greater capabilities to sort and filter the Advisee Roster. The Advanced Filter lets you filter the list of advisees down to students matching criteria that you select. To use the new filter, navigate to My Advisee Roster, then turn on the list view. Choose details in the filter to narrow down the selection of students. Some filter items allow you to enter more details.
Issue | Description |
|---|---|
147063 | When editing an Academic Plan using the Edit Plan Layout option, users could not delete first term in default plan if there were excluded requirements. |
147935 | When copying program requirements, trees with status of “No Need for Plan” were listed as “Not Ready for Plan” and copied with a status of “Has Plan”. The Copy Program process has been modified so that the Degree /AIM Status and Institutional Requirement Tree status will always be copied over from the previous year. |
150951 | The scheduled job that creates Advising Cycle Milestones would fail and then email random users a PartyRole Exception error stating that the user's party role id did not match a valid party id value in the database. |
154621 | Free electives that were planned to a course in J1 Web, and then completed by the student, were showing up twice in Student Progress when 'Display cumulative courses summarized in *FREE/#ADMN bucket' is set to N. |
158739 | The Advising Admin Calendar was giving users an error when retrieving Advising Cycle Milestones. |
167801 | Users received an error when approving a registration task for an advisee even though the task was still approved in the system. |
168124 | Advisors could not grant registration clearance on the Student Summary page if a student had a degree period missing Begin and End dates. |
168903 | From the Advisee Spotlight for a student with no ADV_MASTER record, the To Do block was not loading. It should load with the message “Currently, there are no to do items.” |
169436 | The Student Academic Plan page was not allowing advisors to see the Move Requirements modal when they clicked the Move requirements link for a student. |
172678 | On the Student Summary page, users were seeing the Retention badge when retention was enabled, even if the student did not have any retention information. |
176021 | On the My Advisee Roster page, when looking at the card view, advisees with a student plan were not always seeing plan details on the card. |
176477 | When creating Student Goals, users were not able to use special formatting, including line breaks. |
176567 | View Student Registrations page would not load when there were no active advising cycles. |
182039 | The Create Advising Cycle process was showing the Year/Term on the Advising Cycle Basics page even though the year/term did not have any web registration groups marked as "Ready for Advising Cycle". |
182888 | On the Advising Worksheet, when students were entering information for advising appointments, they could see “Not Visible to Student” text in the Meeting Notes field. |
185199 | The Copy Program Requirements process produced an error in instances where at least one tree being copied had duplicate advising requirements in the same tree location. |
New Settings and Approvals for My Academic Plan
My Academic Plan is an optional feature in Campus Portal (JICS) that allows students to view their academic plans. Depending on how it's set up, students can edit their plans, also. This can be a valuable time-saver for advisors, allowing certain groups of students to edit their plans online, saving the time to meet in person. System Administrators set up the options for My Academic Plan in J1 Web, on the Advising Administration Settings page.
System Administrators can configure the settings for specific groups of students to require Advisor approval for changes for some students, for no approval required for other students, and for some students to not be able to make any changes at all. There are almost limitless ways that permission groups can be set up using Web Registration Groups.
Web Registration Groups are defined in J1 Desktop | Web Registration Group Definition, students are added to a group using J1 Desktop | Student Information Window | Student Tab | Tel/Web, and then academic plan editing permissions are assigned in the My Academic Plan setup in J1 Web.
If students have permissions to edit plans, they can assign requirements to a term, move them to other terms, choose the courses they will take to meet requirements, and even add or remove a term from their plan.
If permissions are set requiring advisor approval for student changes, advisors will get notifications and can approve or deny changes in J1 Web.
Student plan approvals can show up in a couple of places on J1 Web: as a block on the Academic Advising hub, or as a page. If you go to the Student page and they have pending requests, you may get an alert with a link that will take you to the Student Plan Approvals page.
Additional Information
Issue | Description |
|---|---|
155186 | Advisors were allowed to see holds through J1 Web that they are not permitted to according to the J1 Desktop permissions. This has been corrected. |
167696 | Some users were experiencing errors loading the Student Academic Plan page indicating a database deadlock had occurred. This issue has been resolved. |
169435 | There was an issue with advisors being able to overload a student's term when performing a swap, even if the Allow Overload setting was not enabled. This has been corrected to now prevent the advisor from doing a swap if it will result in an overload and the Allow Overload setting is off. If the Allow Overload setting is on then the advisor will be presented with a caution message instead. |
170387 | The division did not appear correctly when copying a new program from the Manage student details page. |
172148 | Users received a database error when attempting to rename an advising requirement that is already used in an Advising Tree. The process was corrected to respond correctly. |
172125 | An advisor could view information on students who are not their advisees if they happen to know the correct address to enter into the browser's address bar. This issue has been resolved to ensure that advisors cannot see data they are not permitted to even by entering the address in the browser. |
172674 | Some users experienced issues updating the meeting notes for an existing advising appointment. |
175229 | The academic plan progress bar on the Student Summary page and Student Home Page portlet were showing incorrect results when the requirements were within the 3rd level of a tree or deeper. |
175349 | The Unassigned Requirements banner was not displayed for users with view access to the Student Academic Plan page. It will now be visible, however they will not be able to assign the unassigned requirements. |
175983 | All requirements of the same elective (free or regular) would display as Registered if one of the requirements in the group was currently registered. This issue has been resolved. |
Issue | Description |
|---|---|
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. |
Issue | Description |
|---|---|
165395 | On Student Plan page, when using the Swap feature to plan an unassigned requirement to a free elective in the plan, the catalog record associated with the course was not being attached to the free elective. This was causing issues with the incorrect Credit Hours value displaying for the free elective. This has been resolved |
165399 | On Student Plan page, when completed courses were automatically planned as a free elective, the catalog record associated with the course was not being attached to the free elective. This was causing issues with the incorrect Credit Hours value displaying for the free elective. This has been resolved. |
165738 | This corrected an issue where free electives were unable to be deleted from a default academic plan if that free elective had previously been planned in a student's plan. |
165801 | This corrected an issue where the incorrect number of free electives were displaying in the Unassigned Requirements banner when the student was currently enrolled in a free elective course |
166117 | This corrected an issue where the Swap Requirements button was no longer appearing after selecting an eligible course in the Unassigned Requirements banner. |
167100 | Fixed issue where some users were receiving an "Error occurred while creating place" error message when creating advising appointments, which was preventing them from being created. |
167760 | When editing an existing advising appointment in J1 Web, the When field populated with the current date/time instead of the original date/time provided. This has been resolved. |
168798 | There was a problem with the Move Requirements popup, so users were unable to move requirements on the Student Plan page. |
Issue | Description |
|---|---|
152068 | When customers with a Texas State Reporting license customized the advising worksheet, the customized version was not used when the user selected the "Advising Worksheet" option from the Maintain Advisees window. |
New Course Enrollment Indicators on Student Academic Plans
New icons show advisors important enrollment information for an advisee's current year/term and any years/terms available for enrollment. Advisors can determine if an advisee is enrolled in courses that meet their academic plan requirements and within the planned timeframe.
The green checkmark indicates the advisee is enrolled in a course that meets a planned requirement within the academic plan timeframe.
The exclamation mark indicates the advisee is enrolled in a course that meets a planned requirement, but outside the academic plan timeframe.
The unmet icon indicates the advisee is enrolled in a course that meets a planned requirement, but they have not met the requirement. This could be due to a student making unsatisfactory grades, withdrawing from the course, or planning to take the course, but not actually enrolling in it. If the enrollment period for the next year/term/subterm has not yet started, an advisor can move this requirement to another timeframe. If the enrollment period for the next year/term/subterm has started, the unmet requirement becomes an unassigned requirement and appears at the top of the plan.
When a student withdraws from a course or fails to satisfy a requirement within the current year/term, Advisors can now see that requirement has not been met and move it to another time period before the student starts enrollment. This helps keep student on track with their plan.
Notice
During the first fall sub-term Harry had to withdraw from Accounting 301, a requirement of his Math major. His advisor saw the requirement hadn't been met and moved it to the second fall sub-term before the registration period opened.
If the year/term ends and the requirement hasn't been moved, it becomes an unassigned requirement.
Additional Enhancements
When an advisor schedules an advising meeting from an advisee's student Summary page calendar, the advisee's name is automatically added as the Attending Advisee.
Issue | Description |
|---|---|
142719 | The Section Planning Confidence page was suffering from slow performance. By implementing a process called "Server Side Load", performance of that page has been dramatically improved. |
149507 | The Options button was disappearing from the current term panel on Student Plan prematurely. Options button now displays as long as one of the following is true:
|
149516 | Students were receiving emails for advising cycles that were never published. |
149822 | The Academic Plans and Programs pages were loading slowly. |
149830 | A number of schools were configuring specific AIMs for students to "Not display" in the hopes that requirements from that specific AIM would not display as an unassigned requirements. Academic Planning was not honoring that value and the code has been updated to ensure that Planning does now honor that column. The end result is the ability to effectively "hide" requirements from Academic Planning that are not considered part of the students actual curriculum, but still need to be tracked. For example, a State Common Core, Writing across the curriculum, etc. This will also help schools in need of setting up duplicate trees in J1 Desktop to support Re-use functionality, which was resulting in unintended Unassigned Requirements in J1 Web as well. |