Registration

If a student has a transcript hold for a term, it's now possible to withhold the term from the student's official transcript. Setup is in J1 Web. For more information, see the Partial Transcripts for Students with Transcript Holds topic in the J1 Web Registration section of this Release News.

We've changed one parameter for populating IPEDS 12-Month Enrollment, Fall Enrollment, and GRS reports.

The NSC Special Status fields on the Cross Table Student Information Update window are now easier to manipulate when you're entering or clearing a student's exit date.

When you enter an exit date on the Student Information window, the Cross Table Student Information Update pops up with with the reason, the target tables, and the date all prepopulated. (You can enter an end date, such as for a leave of absence.)

If you remove an exit date on the Student Information window, the Cross Table Student Information Update opens with the Special Status selected, the status blank, and date set to zeros.

Warning

Be sure to edit the NSC Student Phone Type Definition window before you collect data for your next NSC reports. Make sure the Associated Phone Type column is properly selected for each type you expect to collect data on for the report.

Before your next National Student Clearinghouse (NSC) report, you need to reselect the phone types on the NSC Student Phone Type Definition window.

This is because the Associated Address Code column has changed both its label and its database column. That column is now called Associated Phone Type, which is a better match for NSC Student Phone Type.

See the NSC Student Phone Type Definition topic in the online help for instructions.

You now can see a student's withdrawal count from courses at previous institutions.

To navigate to the student's External Withdrawal Count History page, go to the student's summary page. From their Student menu, select Student, External withdrawal count history.

You can add an external withdrawal count record, too.

For more information see the External Withdrawal Count History topic in the online help.

The Eligible Non-Citizen field is now on the Race / Ethnicity tab of the Person Information Details page. It was new to Desktop in J1 2022.2 on the Biograph tab, Race/Ethnicity subtab of the Name Entity window and Student Information window.

This value helps determine what race/ethnicity information goes in the IPEDS field on the Ethnic/Race subtab. That field is what is reported to IPEDS for aggregate ethnic/race counts.

For information on when to select Yes or No, see the Ethnicity / Race Tab topic in the online help.

Now when you make new division records for students, you select whether the new division will be the current division. (No is selected by default.) This feature is available in two places:

User-defined fields are now available on the Student Information Details page on the following tabs:

For more information, see the Student Information Details topic in the online help.

User-defined fields are now available on the Manage Course Details page (for catalog courses) and the Manage Section Details page (for course sections).

For more information, see the following help topics:

Financial information is now recorded in Jenzabar One when students enroll in a course section from Campus Marketplace. When the external registration process is completed in Jenzabar One Web, miscellaneous charges and receipt batches are created to record the payment information. At the end of the month, Campus Marketplace fee information can be imported into the General Ledger in Jenzabar One from the new Import Campus Marketplace Settlement File page.

For additional information about the process, see the following help topics:

When a student repeats a course, your repeat logic (which is set on the Registration Configuration window) determines which instances count and which are forgiven. But it's possible to override the repeat logic for a particular student record, if, for example, a student has extenuating circumstances.

This isn't a new enhancement, but we haven't properly publicized it, so now we are. See the "Lock Repeat Courses Window" topic in the online help.

The Cross Table Student Information window pops up after you make particular edits on the Student Information window. It gives you an opportunity to copy your updates to National Student Clearinghouse (NSC) tables and to other tables.

Now when you modify an Exit Reason and Exit Date, the Cross Table prompt gives you more options than it did before, such as to change or delete the Special Status for NSC.

Notice

Suppose a student was accidentally listed as graduated—Exit Date: 06/01/2022, but they hadn't actually graduated or exited after all. Now when you delete the Exit Date and Exit Reason, the prompt lets you make sure the NSC Special Status and Special Status Date are also blank.

There are many scenarios, and they're explained in detail in the online help topic, "Cross Table Student Information Update Window".

Jenzabar's new Campus Marketplace can be integrated with J1 Web registration features to support online registration for noncredit courses. This integration allows schools to publish sections directly from J1 into an online storefront where anyone can enroll in and pay for the course.

This functionality requires both the Campus Marketplace and Jenzabar Unity Platform licenses. For additional information, contact your customer success manager.

External Registration Process Overview

Schools determine which courses can be made available to Campus Marketplace from the Manage Section Details page > Portal Controls tab.

After the section is published on Campus Marketplace, students can enroll and pay for the course. Student information is submitted to J1 and accessible on the Manage External Registrations page. Students are flagged as external persons. Registrars convert external students to internal students and the system assigns them an ID number.

When students have an ID number, registrars complete the registration for the requested section. Students receive a confirmation email when they are successfully registered for the course, and instructors are notified that a new student is registered.

For additional information about the Campus Marketplace, visit https://jenzabar.com/product/campus-marketplace.

External Registration Settings in J1 Web

An External Registration section is visible on the Registration Settings page (Registration Administration hub). These settings determine the default values assigned to students when they are converted from external to internal persons in the J1 system. For additional information about these settings, see the J1 Registration Administration hub help.

Managing External Registrations

The new Manage External Registrations page lists all the registration requests submitted via Campus Marketplace. Use this page to review student information, convert external students to internal students, register them for course sections, and perform registration overrides. For additional information, see the Manage External Registrations help.

A new Active Student (Yes or No) field has been added to these pages:

On the Student General Information page, you can use the filter to show only active students or only inactive ones.

The student's active status is stored on the Student Master table (student_master.is_student_active).

sidebar. Example

On the Student Information Details page, Program tab, you can now click the Manage program history button to see the record of changes to the student's program.

Each change is labeled with date and time, so it's easy to track the progression of changes.

For the 2022 report, the IPEDS Completions report has removed these two checkboxes:

Therefore, we have removed the corresponding columns (DistanceED31 and DistanceED32) from the IR_IPED_C_V view, so they don't appear in the Web Import file for IPEDS Completions.

The Half-Time 1098-T Hours value on the Part-Time/Full-Time Definition window has been changed from a calculated field to an actual column. The J1-calculation is still available, and your school can now edit column values.

A new field, First Generation Student, is now on the Student Information window, Student tab, Student Master tab, Other Student Information group. The value options are Yes, No, and Unknown. The field is needed for Arkansas Public Student Term reports, but it's available to all schools.

The database table and column are these: STUDENT_MASTER.FIRST_GENERATION

See the J1 Web Registration Enhancements topic for information on this field in J1 Student Information.

See the Arkansas State Reporting Enhancements topic in this Release News for information on this field in Arkansas Public Term reports.

A new field, Privacy Block, is available for National Student Clearinghouse (NSC) reporting. It indicates whether a student's enrollment and/or degree record is restricted from including personally identifying information in NSC publications.

These are the values reported to NSC:

Even if blocked, the record can still be included in aggregates where the student can't be identified.

The Privacy Block setting is displayed on the Student Information window. It's populated from the NSC Edit Student Data Records window.

That column, in turn, is populated from the Data Privacy Requests window.

The requests themselves come from students, either directly from forms your school creates in the Campus Portal or entered by staff from requests gathered by some other method.

New options on the Registration Settings page let you turn on and off students' ability to select the credit hours and/or grading types for course sections that have them. The students make the selections when they first add a section to their planning calendar in the Student Registration feature in the Campus Portal.

These settings are in the Campus Portal Student Registration Feature area of the Registration settings. The default setting for each option is On.

A new field, First Generation Student, is now on the Student Information Details page, General Information tab, Other Student Information heading. The value options are Yes, No, and Unknown. The field is needed for Arkansas Public Student Term reports, but it's available to all schools.

The database table and column are these: STUDENT_MASTER.FIRST_GENERATION

See the J1 Desktop Registration Enhancements topic for information on this field in the Student Information window.

See the Arkansas State Reporting Enhancements topic in this Release News for information on this field in Arkansas Public Term reports.

When a student withdraws from a course, the system now automatically informs stakeholders so they can follow up as needed regarding the student's academic plan, part-time/full-time status, financial aid, retention, and so on. The interaction is triggered no matter who withdraws the student—whether they withdraw themselves on the Campus Portal, or they're withdrawn by the instructor or staff. Notified stakeholders include these:

By default, the Student Withdrawal interaction is a notification in J1 Web, and the Accounts Receivable, Advising, Financial Aid, and Registration modules have access to it. On the Interactions page in Communication Management, your school can change the interaction type (to email or text message, for example) and who has access.

When you cancel a course section, you now have the choice of dropping the students or keeping them enrolled.

On the Courses or Courses Non-Traditional window, when you select the Canceled checkbox, you can edit the date and add a reason. The cancellation doesn't happen until you save.

When you save, if there are enrolled students who haven't completed the course, a pop-up asks whether you want to drop them.

When you cancel a course section, you now have the choice of dropping the students or keeping them enrolled.

When you cancel a section (on the Manage Section Details page), enrolled students who have completed the course aren't affected. But for students who haven't completed the course, a pop-up asks whether you want to drop them.

You can now update images for student profiles from the Summary page. Images must be in .jpg format, and there is no upload file size limit.

Click the Edit icon on the image placeholder next to the name to open the Update Image pop-up.

Select the Display image everywhere in J1 Web checkbox to make the image visible everywhere images are displayed in J1 Web.

The following permission has been added to the default System Administration Manager role and can be turned on or off for default and customized System Administration Manager roles.

If your school uses Competency Based Education (CBE), you can show competencies on grade reports and transcripts.

On grade reports, competencies show with their course section. If your school uses grades, hours, and/or credits in competencies, those appear, too.

sidebar. Example

On transcripts, competencies can show with their course section and/or in a list at the end. Competencies listed at the end of the transcript include grades, hours, and/or credits if they exist.

sidebar. Example

Use J1 Desktop to make competencies appear on transcripts.

Grade reports and transcripts are available in several locations.

See the "Competency Based Education Overview" and "Setting Up Competency Based Information" help topics in the J1 Web Registration online help for more details about CBE.

You can now use stored procedures in your customized queries in the Manage Holds window. We now save the entire data window in the parameter table, so it works whether you use a SQL statement or a stored procedure to customize the query.

The new process gives you more flexibility, but your existing scheduled processes won't work anymore. You must recreate your scheduled jobs.

The National Center for Education Statistics (NCES) has changed the Classification of Instruction Programs (CIP) values for 2020. Schools currently use CIP Year 2010 but will soon change over to CIP Year 2020.

We think each school needs to determine the timing of when they update their CIP codes to the 2020 values. While the U.S. Department of Education's Common Origination and Disbursement (COD) system is switching to 2020 codes shortly, it is possible you don’t need to transmit to COD immediately. And perhaps you are still weeks or more away from needing to communicate anything to the National Student Clearinghouse (NSC). Estimating when each of those things are due will help you decide when to transition.

For NSC

NSC has not provided any additional guidance about sending 2020 codes. As of now, you need to continue to send the 2010 CIP code for NSC enrollment reporting.

If NSC Still Requires CIP Year 2010

Until NSC announces it requires CIP Year 2020, you don't need to do anything about CIP Year. Run your enrollment reports as usual. CIP Year 2010 is reported, and it's now displayed on the NSC Create Transmittal and Final Files window.

If NSC Requires CIP Year 2020

After NSC announces it requires CIP Year 2020, you'll make a quick edit to change to CIP Year 2020.

Caution

Don't do this until NSC requires CIP Year 2020.

1. Close the Create NSC Transmittal and Final Files window if it's open.

2. Open the Maintain Config Table window.

3. Find the row with RE module, NSC_CIP function, and DEFAULT_YEAR characteristic.

4. Change the Configuration Value to 2020.

   

5. Click the Save button on the main menu.

6. Reopen the Create NSC Transmittal and Final Files window. The CIP Year is now 2020.

If You Need to Report CIP Year 2020 to NSC Before Installing This Update

Note

This information was inadvertently omitted from the Release News for the 2020.1 release. It has been added to updated versions of that document.

After NSC announces it requires CIP Year 2020, if you are unable to upgrade to the latest release, you can run the following script.

Run the script

• After collecting data

• Before each enrollment report submission

Caution

Don't run this script until NSC requires CIP Year 2020.

Caution

Run this script only if you have not upgraded to EX 7.4.0 or J1 Desktop 2020.1.

1. Open the NSC Create Transmittal and Final Files window.

2. On the Populate Transmittal Tables tab, collect your data as usual, and click the Populate Transmittal Tables button.

3. After the data is collected, run the following script to update the CIP Year on all transmittal detail records.

   UPDATE nslc_trans_detail

   SET nsl_prog1_cip_year = '2020'

   WHERE nsl_prog1_cip_year = '2010';

   UPDATE nslc_trans_detail

   SET nsl_prog2_cip_year = '2020'

   WHERE nsl_prog2_cip_year = '2010';

   UPDATE nslc_trans_detail

   SET nsl_prog3_cip_year = '2020'

   WHERE nsl_prog3_cip_year = '2010';

   UPDATE nslc_trans_detail

   SET nsl_prog4_cip_year = '2020'

   WHERE nsl_prog4_cip_year = '2010';

   UPDATE nslc_trans_detail

   SET nsl_prog5_cip_year = '2020'

   WHERE nsl_prog5_cip_year = '2010';

   UPDATE nslc_trans_detail

   SET nsl_prog6_cip_year = '2020'

   WHERE nsl_prog6_cip_year = '2010';

4. Continue with the Prepare Final Files tab and View/Send Final Files tab as usual.

Schools with the Competency Based Education (CBE) license can now use J1 Desktop to designate catalog courses and sections as CBE and Open Enrollment. Use these windows:

Schools using Competency Based Education (CBE) features can allow students to search for courses by competency. Administrators turn on the setting on the Registration Settings page.

Students search in the Campus Portal in the Student Registration feature.

Schools using the Open Enrollment feature can select a method calculating the Census Date and Last Student Withdrawal Date for Open Enrollment catalog courses or sections.

For any course or section, there are three options:

Edit the Manage Course Details page or Manage Section Details page to set the method.

When a student registers for the section, we use this method to calculate the individual student's Census Date and Last Student Withdrawal Date. The dates appear in the student course records such as on the section's Manage Student Section Details page.

Begin Date: the day the student registers

End Date: the day the student's grade is entered

Census Date: calculated according to the method selected above

Last Student Withdrawal Date: calculated according to the method selected above

Instructors now have an improved grade-entry experience. The new format allows you to save grades for any one student at a time if you wish. The page now uses a familiar spreadsheet format, and you can sort the rows by any column.

You can also copy and paste from cell to cell, and you can fill down from one cell to any number of cells below it.

You can also filter the columns by conditions or values.

Messages remind you to fill in all required information for each student.

A number of new fields are included.

On the Grade Entry page, if the student is marked as dual enrollment, both Numeric and Letter grades are required. A message reminds you, and you can't save until both grades are entered for the student.

Students can now withdraw from courses using the Student Registration Feature on the Campus Portal. Use the new settings on the Registration Administration page to select a default withdrawal grade and to edit the withdrawal messages that students receive.

Now you can change a the enrollment status in a section for one or multiple students. Use the Action button for an individual student and the Options button for all selected students.

The Update Enrollment Status feature was previously called "Update Transaction Status", and it was available only for one student at a time.

These permissions have been added to the Student Management section of both the Registrar and the Registration Module Manager role.

All three are for the Student Information Details page on the Registration Operations hub. All three are selected by default. However, if your school created or copied roles from the Registrar or Registration Module Manager role before 2019.5, you need to select these manually in those copied or created roles.

The Open Entry feature allows students to enter courses throughout a term, regardless of add-drop deadlines. Early Exit allows students to finish courses before the term's end and move on to other courses. Together, the two features offer your school great flexibility. Students can accomplish more faster or complete courses outside of a term's usual boundaries.

Set Up a Catalog Course

Turn on Open Entry and Early Exit in J1 Web on the Manage Catalog Course Details page.

Tip

You can also turn on Open Entry and Early Exit for particular catalog courses in J1 Desktop on the Catalog window, Course Attributes tab.

Set Up a Section

New sections you create from Open Entry catalog courses inherit the course's Open Entry and Early Exit settings by default. To change existing sections to Open Entry and Early Exit, use the J1 Web Manage Section Details page.

Note

Setting up existing sections for Open Entry and Early Exit on the J1 Desktop Courses window is planned for a future release.

You can now clear students to register in the J1 Web Registration Operations hub.

The Registration Clearance block shows five students waiting for clearance. Select a term and click Clear to register.

If you don't see the students you need, click View all waiting for clearance to open the full Registration Clearance list. There you can search for a student and clear them to register.

On the Student Registration page, you can now override issues for only a single section for an individual student. This complements options you already had: to override issues for all listed sections for a student, or to override issues for all listed sections for all listed students.

You can generate charges for one or more students from the Student Registration page.

Use the Action button to run charges for an individual student.

Select students and use the Options button to generate charges for multiple students.

If your school uses billing periods, you select the periods to run charges for.

If your school uses year-term billing, you select a term group.

In either case, you can run the charges in preliminary or actual mode.

Many features that previously were only in the desktop application are now conveniently available in the J1 Web application. Manage your course catalog and the sections in each term. Register students, move them to different sections, and drop or withdraw them. Manage your faculty. Administer student information and holds.

You will find new Registration features in these hubs:

In the Registration Administration hub, you can now:

In the Registration Operations hub (formerly the Registration hub), you can now:

These new features join the features that were already available, such as managing roles, configuring settings, and processing attendance. Likewise, the Academic Department hub (formerly the Courses hub) and the Faculty hub retain useful features such as viewing rosters, entering grades, granting overrides, reporting attendance, and contacting students.

Setting Up for J1 Web Registration

We have added a section to the online help with information about setting up J1 Web Registration features. See the Registration Admin Hub Setup Checklist in J1 Web Online Help, or download the Registration Admin and Setup Guide PDF.

Create and Manage Catalog Courses and Sections

You can create and manage both catalog courses and their sections. The process is similar for each, but sections include specific information such as schedule and instructors.

Catalog Courses

The Manage Catalog Courses page shows information related to each course, including enrollment, capacity, grading settings, credit hours, and more. To see all the information available on this page, use the view drop-down in the table title to switch between views.

Learn more about managing catalog courses. [link to regadmin_online help]

Sections

Use these pages to create new sections and to manage existing ones.

You can create sections from the catalog, from an existing section, or from scratch.

The Manage Sections page shows information related to each section, including term, scheduled times, current enrollment, financials, and more. To see all the information available on this page, use the view drop-down in the table title to switch between views.

You can manage different details depending on which table view is selected.

In some views, you can select multiple sections and edit their details.

Learn more about managing sections. [link to online help topic]

Add and Manage Faculty

In the Registration Administration hub you manage faculty information—certifications, office information, authorization (override) permissions, and instructor type. You can filter the faculty list to work with faculty that match your criteria.

You can edit information for a single faculty member or several at once. Select a detail to update and the new value. You can then add more details to edit.

You can add people in your database as faculty members. Search for them by name or ID.

Learn more about managing faculty. [need to add link to Reg help]

Register, Drop, and Withdraw Students

In the Registration Operations hub you build lists of students you want to work with. You can find students individually by name or ID.

Or you can narrow a full list of students to just those who match your filters.

Then you select a term, one or more students, and an option in the Options drop-down.

Register

Register the students for a section in the selected term.

If the section has corequisites, a message notifies you, and you can select a single coreq section for all the selected students or different coreq sections for each selected student.

If any of the students have registration errors, the Registration Overrides pop-up opens. You can override the issues for one student at a time or for all the listed students at once.

Change the Transaction Status

You can change the transaction status for selected students in all the sections they have in a term.

Send an Email

You can send an email to each of the selected students.

Drop, Withdraw, and Move Students

You can withdraw the selected students completely from the term.

For an individual student, using the Action button on a student's row, you can drop or withdraw any or all of their sections.

Learn about Student Registration. [need to add link to reg help]

Manage the Student Section List

From a student's summary page, you can view a student's sections for all terms. For each section, you can set and lock the repeat value. You can also drop, withdraw, or delete one or more sections from a student's registration for a term.

Learn more about managing student section lists. [need to add link to reg help]

Manage Student Section Details

Use this page to view and edit and information for the students in a section. The information appears in three views.

• Section Info: section status (that is, the student's transaction status for the section), division, advising requirement code, and dozens of other fields about the section.

• Student Info: division, billing status and payment information, and dozens of other fields.

• Academic: grades, repeat information, credits, and tests.

You can edit section details for a single student or for several students simultaneously.

Learn more about managing student section details. [need to add link to reg help]

Register Students in Another Section

From a section's roster, you can move students to a different section. This helps you balance enrollment in various sections or better fit the constraints of your facilities and schedules.

When you move students to a new section, you can select an option for what to do with the old section.

• Delete it (so it doesn't show in the student's course history).

• Drop it (so it appears as a dropped course).

• Keep it (so the student is enrolled in both).

Learn more about what you can do on the Course Roster page. [add links to reg help]

The Registration Operations hub options drop-down includes six student information pages:

Each page is a list of students with information on each. On each page, use the Action button to see more details for an individual student. The Graduation page also allows you to manage graduation stages for the student. Use the filter to narrow down the list of students.

You can edit information for multiple students at once.

Learn more about the options on the Registration Operations hub. [need link to reg ops hub]

Manage Attributes

From the General Information page, you can add and remove student attributes. You can also select whether they appear with other student information on the Campus Portal.

Important

Attributes are available to schools licensed for Non-Traditional Registration.

Manage Student Holds

On the Student Holds page, you can add a new hold, and you can edit, remove, or delete an existing hold.

Learn more about managing student holds. [need link to reg help]

The student information that's available in the Registration Operations hub is also available from a student's summary page. There, it's about the individual student, and it's organized into tabs on a single page. You can edit all the information on a page at once. You can edit information and add and remove records such as programs, divisions, graduation stages, and student term records.

View Notepad Notes

From a student's summary page, you can view Notepad notes about students. If you need to edit the notes, use the J1 Desktop Notepad window.

Schools that use attendance reporting can exclude particular courses or sections from reporting requirements, but previously they had to use the J1 Desktop Catalog and Courses windows to do it. Now you can take care of it within J1 Web.

If you want to exclude particular courses from Census Date reporting, Checkpoint reporting, or both, you can do that on the Manage Course Details page.

You can also edit this setting on the Manage Course Details page.

To exclude individual sections, use the Manage Sections page.

You can also edit this setting on the Manage Section Details page.

Learn more about Registration Settings. [need link to reg help]

In the Registration Administration hub, you can manage which variable grading types that students will be able to select in Campus Portal. You will find this setting under Manage Catalog Courses or Manage Sections, on the Grading Controls view of the table. You can turn variable grading types on or off in the Manage Course Details or Manage Section Details windows.

Learn more about Variable Grading Types. [need link to Reg help]

You can now filter based on keywords in all General Information fields with the exception of Holds.

Registrars and Registration Module Managers have several new Student Management permissions available. See the J1 Web System Administration release news topic for more information.