Student Life
Tip
Only releases with enhancements or resolved issues for this module have content below.
The 2024.1 J1 Web release includes exciting enhancements in Student Conduct, Vehicle Administration, and Sports and Activities.
All Student Conduct functionality is now in J1 Web, as well as new features and tools that give you much greater flexibility in reporting and tracking incidents and violations.
In addition to enhanced incident reports, the 2024.1 release includes an all new case management feature that enables users with the necessary access to create a case from one or more incident reports, assign the case to a conduct department (such as Residence Life or Title IX), and associate violations and sanctions to the incidents. Users can even generate charges for sanctions and send them to the student’s account.
New student conduct roles give users only the level of access they need to perform their jobs. A Resident Assistant or faculty member, for example, needs to be able to submit incident reports but does not need to create cases. The Dean of Students, on the other hand, needs to be able to update incident reports as well as create and edit cases, reassign cases to other departments, and apply sanctions to violations.
Different levels of access help protect student data by limiting the number of users who have access to conduct-related information.
As with other roles, the new student conduct roles can be customized to align with your school’s student conduct policies and procedures.
The table below summarizes the access granted in each new default student conduct role and the users most likely to be assigned to the role:
Role | Users and Level of Access |
|---|---|
Student Conduct – Incident Reports | Resident Assistants or faculty members who need to submit incident reports but don’t need to create cases or apply violations and sanctions to incidents. |
Student Conduct – Legacy Incident Access | Those who use the student conduct features in Desktop and need access to Desktop incident reports in J1 Web. |
Student Conduct – Assistant Director Access by Department | Generally Resident Directors or someone in a role that supervises RAs. These users can submit incident reports, view and edit reports they submitted, and reassign incident reports to other conduct departments. |
Student Conduct – Director Access by Department | Users who need full access to incident reports, cases, and appeals. Users in this role can view, edit, and reassign all incident reports and cases, not just those assigned to them. They can also manage student conduct roles and specify which conduct departments other users have access to. |
The Student Life Residence Assistant/Advisor (RA) and Student Life Residence Director (RD) also have additional permissions that give users access to view and edit incident reports they submit.
Incident reports and case management can be found in the new Student Conduct Hub.
Incident reports have moved from the Residence Life Hub to the Student Conduct Hub. In addition to creating and submitting incident reports, users can edit reports, merge multiple incident reports into a single report, and create cases from incident reports.
Note
What you can do with incident reports depends on your role and permissions. Users in a Student Conduct - Incident Reports role, for instance, can only view and edit incident reports they submit. Those in a Student Conduct - Director Access by Department role can view, edit, and reassign all reports, not just the ones they submit.
Incident reports can now be assigned to a specific department, such as Residence Life or Title IX. When an incident report is assigned to a department, it cannot be accessed by anyone outside of that department, which further protects student data.
See Incident Reports for more information.
Case management enables users with the required permissions to create cases based on incident reports.
Whereas an incident is tied to a specific event, a case is tied to a specific person. For example, a student might be named as an involved party in two incident reports; a user with the necessary permissions can then create a case from one or both of those incident reports. One incident can be a part of multiple cases, and one case can include multiple incident reports.
A case should be created when an incident involves potential violations. Access to cases is based on permissions and departments.
From the Cases page, you can view a summary of case information, edit case status, and reassign a case to a different conduct department. You can also download the case list to an Excel file.
Click a case number to open the Case summary page.
The Case summary page contains comprehensive information related to the case. Widgets and blocks provide a quick summary of the most recent information. Tabs give you quick access to incident reports, case notes and documents, violations and sanctions, contact information, and more. You can track case interactions, review conduct history, associate violations to an incident, apply sanctions, and generate charges for fines and send them to the student’s account.
Note
Access to cases and case information depends on your role and permissions and is department-specific. If you are in the Residence Life department, for example, you will not have access to cases assigned to the Title IX department.
See Case Management for more information, including links to help topics about the new features.
Three new definitions pages have been added, all found under the Student Conduct Administration Hub. J1 Web provides several default definitions for each, but you can also create custom definitions specific to your school's student conduct policies and procedures.
Conduct Appeal Status Definitions describe the status of an appeal, e.g., Open, Closed, or Sanction in Progress.
Conduct Case Status Definitions describe the status of a case, e.g., Open, Pending, In Appeal, or Pending Decision.
Conduct Department Definitions define the departments to which users can assign incident reports, e.g., Residence Life, Dean of Students, or Title IX.
Vehicle incidents are now handled separately from student conduct incidents. The vehicle incident report form is accessible from the Vehicle Administration Hub. In addition to creating vehicle incident reports, users can manage vehicle incidents and sanctions, assign violations and sanctions to vehicle-related incidents, and generate charges for fines and send them to a student’s account.
A new Manage vehicle settings option (under Setting options) lets you determine if users need to set incident numbers manually or if the system will generate the numbers automatically when an incident is created.
See Vehicle Administration Hub for more information, including links to help topics about each of the new features.
Sports tracking has moved from the Registration Hub to the Student Activities Administration Hub and now includes the management of all activities, not only sports. New definitions pages allow users to define all activities, from football to orchestra to chess club, as well as activity seasons, staff positions, student rosters, and more.
The expansion of activities management in J1 Web necessitated a new data model. This means that rosters and staff positions managed in the Desktop application will not transfer into J1 Web; you'll still need to manage them in Desktop until you set up all your activities in J1 Web. This is also true for anything custom that was set up in Desktop, such as custom InfoMaker reports.
The Secondary Advisor - Access to Students by Athletic Roster role will work the same as it does now.
The move of sports and activity tracking to the Student Activities Administration Hub brings a wide variety of new definitions pages. They all work together to give you greater flexibility in how you define and manage activities, create participant rosters, and assign staff to activities.
Refer to Student Activities Administration Hub for more information and for links to help topics about each of the new definitions.
A new role, Student Activities User by Activity, is intended primarily for coaches who need to manage staff and student rosters. The role can be associated to specific activities, so a coach can be given access to basketball but not student senate, for example.
You can now track and manage all the activities a student is involved in via the Student summary page.
On the summary page, click the Hub options drop-down and select Student > Student > Student activities to open the Student Activities page. This page lists all the activities the student is involved in. You can download the list to an Excel file, edit individual activities, and create new activities.
See Student Activities Page for more information.
2023.3
Vehicle Administration Now Available in J1 Web
Vehicle Administration has moved from J1 Desktop to Jenzabar One! You can now manage all aspects of vehicles owned or driven by staff or students. In addition to vehicle violation type and vehicle involvement type definitions, you can also add and edit vehicle permit definitions and manage vehicle registrations.
To access the Vehicle Administration Hub, select Vehicle Administration under Student on the main navigation menu, then select Summary.
Manage vehicle registrations and Vehicle permit definitions have been added to the Hub options drop-down menu.
Users in the Vehicle Administrator role must have the following permissions enabled in order to manage vehicle permits and registrations: Can manage vehicle permit definitions and Can manage vehicle registrations.
Vehicle Permit Definitions
On the Vehicle Permit Definitions page, you can define all aspects of vehicle permits: permit type (e.g., Commuter, Resident, or Faculty and Staff); whether the permit is active or inactive; effective dates; campus and place; fees; and the maximum number of permits allowed. You can also edit or delete definitions and download the permit list to Excel.
Vehicle Registrations
From the Vehicle Registrations page, you can view a list of existing vehicle registrations, create new registrations, and edit or delete registrations individually or in bulk. You can also download the list of registrations to Excel.
Student Insurance Information Added
Student health administrators can now view, add, and edit student insurance information. To access the Student Insurance Information page, go to the student's summary page and select Student > Student > Student insurance information from the Person options drop-down menu.
The Student Insurance Information page displays information about the student's insurance policy and allows you to add or edit insurance information.
Click the plus icon to expand a row and view any comments that have been entered about the policy. You can also filter the list or click on a column heading to sort the list by that column.
To add insurance information, click the Create student insurance button. To edit or delete existing insurance, select an option from the Actions drop-down menu.
To access the Student Insurance Information page, users must have the permission Can manage health group roster assigned in the Student Health Administrator or Student Life Module Manager roles.
Updates to Edit and Create Functions in Student Life Module
Minor changes have been made to the way users edit and create definitions for several pages in the Student Life module. These updates make functionality in the module consistent with similar functionality throughout Jenzabar One.
For example, on the Assignment Zone Definitions page, you no longer need to click an Edit icon for each item you want to update. Instead, each row has a single Edit icon. Click the icon to open the Edit Assignment Zone window, where you can edit all data at once.
To create a new assignment zone, click the Create assignment zone button to open a pop-up window where you can create the new assignment zone.
The following pages have similar updates:
On-Call Zone (formerly Duty Zone) Definitions
Manage Session Types
Manage Meal Plans
Block Settings Added to Student Life Hubs
Users with the necessary permissions can now add, edit, and manage blocks, including those containing custom content, on hub pages throughout the Student Life module. The Residence Life Hub, Residence Life Administration Hub, Student Activities Administration Hub, Student Conduct Administration Hub, Student Health Administration Hub, and Vehicle Administration Hub now include a Block Settings drop-down menu that allows you to add blocks, manage existing blocks, and restore default settings.
To enable users to manage blocks in these hubs, the permission Can manage blocks has been added to the following roles:
Residence Life Administrator
Student Activities Administrator
Student Conduct Administrator
Student Life Module Manager
Student Health Administrator
Vehicle Administrator
For information about how to add and manage blocks, see Blocks.
Updates to Student Housing Processes
Room Change Reason Definitions
Users can now create and edit room change reason definitions. To access the definitions page from the Residence Life Administration Hub, select Session options > Manage room change reasons from the Hub options drop-down menu.
The Room Change Reason Definitions page displays a list of all existing room change reasons. These reasons populate the Reason drop-down menu when you swap rooms with another resident or update a room assignment.
The Actions drop-down menu in each row gives you options to edit or delete room change reasons. To create a new room change reason, click the Create room change reason button.
Check-In Process
References to "publishing" the check-in process, including button labels and drop-down menu options, now use the term "broadcast" instead of "publish." The process itself has not changed.
In addition, most options related to the check-in and check-out process, such as managing unsigned room condition reports, are now available before the check-in process is broadcast.
.
When users broadcast the check-in process, residents will see their check-in date and time range in Campus Portal. In addition, a communication will be sent to the residents with their check-in date and a link to the Campus Portal check-in and check-out feature.
View Students by Data Set
You can now view the students in a session roster by data set. Click the arrow next to View Students by Data Set at the top of the Manage Session Roster page to expand the row. Click in the Data Set field to see available data sets. When you select a data set, the roster narrows to show only the students in that data set. In addition, a custom filter is added to the filter block so you can narrow the list within that data set.
Manage Residence Spaces
The editing options on the Manage Residence Spaces page have been updated so they are easier to use and more consistent with similar options in J1 Web. The Actions drop-down menu is now at the end of the row and includes options to assign a new roommate, view roommate history, and edit the details for the space.
In addition, the options to make spaces active/inactive and available for selection have been removed from the Options drop-down menu. You can now make those edits by selecting Edit from the Actions drop-down menu.
User-Defined Fields Added to Activity Club Definitions
You can now create user-defined fields on the Activity Club Definitions page. Instead of an Edit icon, each row in the definitions list now includes an Actions drop-down menu with two options : Edit and User-Defined Fields.
Select User-Defined Fields to open a drawer where users with the necessary permissions can add, update, and remove user-defined fields. For more information about how to configure and edit user-defined fields, see User-Defined Forms.
Issue | Description |
|---|---|
83400 | The Maintain Session Students window crashed after entering data for multiple rows. |
RN27372 | The Sports Tracking window did not refresh after deleting a student. |
RN27859 | VAWA, Unfounded Crimes, and Fires did not appear on printed version of the Campus Crime Report. |
RN47048 | The Elite Paint labels were empty on the Vehicle Registration Inquiry window. |
RN49949 | The Location, Building and Room values were not saved upon initial save of a new row on the Maintain Keys window. |
RN49950 | A foreign key error occurred on the Maintain Keys window when entering a key number with a leading space. |
RN50206 | Buildings and rooms did not appear on the Maintain Keys window when entering a new row. |
RN50675 | Sessions created in Jenzabar One Web appeared in the list of sessions in the Admissions to Registration Transfer window. |
RN52957 | The Room Assignments by Room window would go blank after saving. |
RN53673 | We reversed a change made to the Room Assignment by Room page where the room type was changed for all rooms at the same time. This caused issues for some clients so the window is back to changing the room type for only the specific row being changed. |
Residence Life Check-In and Check-Out
We have added some robust features to our Jenzabar One Web Student Life product! The new Check-In and Check-Out feature includes optional features such as issuing keys to residents, collecting emergency contact information, and tracking room item conditions at check-in and at check-out. You can easily view the check-in and check-out progress for the session using the new Occupancy Dashboard.
New Check-In/Out Tools
Exciting new features are now available with Residence Life Check-in and Check-Out! Set up specific instructions based on when certain groups of residents are checking in, or whatever criteria you need. Choose whether RAs and RDs can check in any resident, or ony the ones in their assignment/duty zone. Create custom check-in agreements, generate check-in/out room condition reports for walk-throughs, and even see what room items have changed condition during the session.
You can find the new Check-In and Check-Out Tools on the Session summary page.
New Occupancy Dashboard
The new Occupancy Dashboard will quickly become your go-to tool to view the current check-in status for the session. Need to know how many students left to check in? How many beds are still available? See all the key metrics of check-in progress at a glance. Information is dynamically updated, so you always see the latest information. Stay tuned for more enhancements to the Occupancy Dashboard in future releases, too!
New Residence Life RA & RD Permissions
Residence Advisors and Directors now have the ability to see sessions, manage keys and emergency contacts, and check residents in and out of housing on the Residence Life hub. These permissions have been added to the Student Life Residence Assistant/Advisor (RA) and Student Life Residence Director default user roles.
New Manage Room Items and Room Condition Reports
Broken desk? Missing lamp? Now there's an easy way to track the condition of room items at check-in versus check-out. Set up room items (beds, desks, lamps, etc) and add them to a report template associated with residence life rooms. Quickly generate a blank report for the check-in walk-through, and note the condition of items. At check-out, use the same report to note item condition, and Create the room items once, and can be reused for each session. Easily or out walk-throughs. Reach the Manage Room Items page from the Residence Life Administration Hub Options drop-down menu, under session options.
New Key Management and Emergency Contact Information Collection
You can customize the check-in process to include Key Management and Emergency Contact Information. You'll find these settings on the Manage Residence Life Settings page.
New Campus Mailbox Number and Deposit Received Date Fields
We've added two new fields to the Student Details on the Session Roster. Now you can enter a Box Number assigned to students for receiving mail, and note the date that their housing deposit was received.
Issue | Description |
|---|---|
193973 | The HIPAA specialist value could not be cleared on the Resident Life Administration hub. |
RN49002 | An error occurred on the Manage Housing Application and Assignments page when attempting to save dates for Room Selection if the end date was in a different year. |
RN53541 | The Key definitions and Keys by Issuee pages had performance issues. |
Issue | Description |
|---|---|
209019 | 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. |
RN20908 | On the Violation Incident Report window, search results were returned that fell outside the specified date range. |
RN27587 | On the Maintain Keys window, the Building and Room drop-downs displayed all available buildings and rooms instead of only those in the selected Location. |
RN37808 | On the Room Assignments by Room window, if a student was already assigned to a room and users attempted to add the student to another room, the message indicating that the student was already assigned to a room did not display. |
RN39313 | On the Room Assignments by Student window, the Add Session Student button was misplaced above the ID Number and Name column. |
RN45741 | On the Maintain Keys window, the copy key function did not copy the room number. |
Student Health Profile
The Student Life team is excited to announce the addition of Student Health Profiles. On the Student summary page, we replaced the Health Group block with a new Student Health Profile block. This new block contains the previous Health Codes information, but we have added the ability to manage health insurance associations as well as a link to our brand new Student Health Profile page. On this new Student Health Profile page, users with the “can manage health groups” permission will be able to find, edit, and update Student emergency contact information, insurance information, and health codes.
Additional Student Types Now Available
Student Types allow you to manage groups of students within Student Life sessions. Some students will be residents, who will need to apply for and select rooms, while some students will commute and not need student housing. Other possible student types might include hybrid or online students, or residents in off-campus student housing. Resident and Commuter student types are provided by default and cannot be changed, but you can create as many other types as needed. Student Type definitions are used primarily in Residence Life sessions, on pages like session rosters, roommate requests, and housing lottery number assignments.
"First-In" Gender Restrictions
This feature adds new flexibility for student housing configurations, expanding the previous selections of male, female, or unrestricted to include the option to base the gender restriction on the first student assigned to the room or suite. If the room is set to the First Assigned gender, that room and other rooms in that suite are set to the gender of the first student assigned. Once assigned, the room will only show as an available room for students whose gender matches the restrictions. Gender restrictions can be changed on the Manage Residence Spaces page.
Tip
Admin users can always manually assign a student to a room, regardless of gender restrictions. Gender restrictions can also be session-specific, or use the default value from the Facilities hub.
Issue | Description |
|---|---|
RN40825 | On the Student Health Administration, Health Group Roster page, if a student had multiple needed health codes, updating one of the health codes to met on the Manage Required Health Codes modal incorrectly marked all needed health codes as met. |
RN44128 | On the Session Roster page, Meal Plan field, users received an error when changing from a meal plan to no meal plan. |
Issue | Description |
|---|---|
RN31858 | Sessions loaded slowly from the Maintain Session Students window. |
RN32250 | The Room Assignments by Student and Room Assignments by Room windows didn't display the gender mismatch pop-up when a student that didn't meet the gender requirement was assigned to the room. |
RN32252 | Tabs were not available on the Name Entity window when it was opened from the following windows:
|
New Hub: Student Activities Administration
Student Life features are making their way to J1 Web! Although features are limited now, stay tuned to future releases which will have much more content available in J1 Web. Two definition windows, Activity Club definitions and Participation definitions, previously found only in Desktop are now available in J1 Web. They're still available in Desktop, and changes you make in either platform apply to both.
List of Student Activities Definitions Now Available in J1 Web:
New Hub: Student Conduct Administration
Several Student Conduct definitions previously found only in Desktop are now available in J1 Web. They're still available in Desktop, and changes you make in either platform apply to both.
List of Student Conduct Definitions Now Available in J1 Web:
New Hub: Vehicle Administration
Several Vehicle Administration definitions previously found only in Desktop are now available in J1 Web. They're still available in Desktop, and changes you make in either platform apply to both.
List of Vehicle Administration Definitions Now Available in J1 Web:
Manage Session Definitions Page - Added Functionality
Previously called the View Sessions page, the Manage Session Definitions page now has robust tools for managing them. Use the Actions button drop-down to edit key features of the session, or copy aspects of the session to a new one. Click the plus sign to expand the row and see options to edit associations for this session. The quick filter has been replaced by an advanced filter to help you find the session you need.
Billing Periods and Housing Charge Codes Added to Sessions
You can now associate billing periods and housing charge codes with sessions. Billing periods are used to generate charges, fees, refunds, and credit adjustments. Charge codes are used to identify a predefined charge, such as housing. Now you can associate existing billing periods and charge codes with specific sessions.
Manage Associations buttons for both of these Finance features are now on the Manage Session Definitions page (click the plus sign to expand a session row and see them) as well as on the Overview block on the Session summary page.
View Residence Life Suites
You can now view Residence Life suites that are part of a place (a building, for example) using the new menu item on the Place summary page. Navigate to a place summary page, and under the Place summary drop-down menu button, select Residence Building and then View Suites.
Download to Excel and Advanced Filters
We have added a number of enhanced features throughout Student LIfe, including the ability to download information from definition tables to a spreadsheet. Some pages that previously had a simple quick filter now boast an Advanced filter with more filtering options.
Issue | Description |
|---|---|
178747 | The Staff Room for bedrooms without an assignment zone couldn't be updated on the Manage Resident Bedrooms/Spaces Add to Assignment Zones page. |
195076 | The advanced filter wouldn't close via the keyboard action on certain tabs on the Manage Applicant and Assignment page. |
RN31710 | The resident roster loaded very slowly (Residence Life Administration hub > View sessions > Manage resident roster). |
RN33764 | On the Residence Life hub > Report Incident pop-up, incidents did not submit as expected in certain situations. |
RN35481 | The query drop-down was disabled in certain situations (Student Health Administration hub > View health groups > Roster > Add multiple students by query). |
RN36450 | The drop-down was empty when the Buildings option was selected from the Location filter (Resident Spaces page for a session). |
RN36912 | Students that had applied for or been assigned to a room could be deleted from the applicant group roster (Manage housing application and assignment page > Lottery Number Assignment tab). |
RN37868 | Search results didn't load if students had a Name Master AppID that was the same as another person's External Person AppID (Manage housing application and assignment page > Lottery Number Assignment tab). |
RN38016 | Students with an ID Number in the NameMaster table that did not have a STUDENT_MASTER row couldn't be added to applicant groups (Manage housing application and assignment page > Lottery Number Assignment tab). |
RN38018 | Students that submitted housing applications and did not have a housing assignment could not be removed from the applicant group (Manage housing application and assignment page > Lottery Number Assignment page). |
2021.3
Issue | Description |
|---|---|
RN26455 | On the Room Assignments by Room page, changing the room type of one room inadvertently changed all the rooms in the building. |
RN27123 | The Maintain Session Students window failed to load the list of students. |
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.
 |
Issue | Description |
|---|---|
RN25855 | When new meal plans were created on the Manage Meal Plans page, the Code field's value was incorrectly saved as "NoCode". You now enter a unique Code and a Description when creating, and both the Code and Description are editable on the page. Important! Check the Manage Meal Plans page. If any plans have "NoCode" in the Code field, edit them with a unique code. |
Queries Now Use InfoMaker
J1 Web now uses InfoMaker instead of Izenda for queries. Pages with an option to use a query to select multiple entries display a drop-down with the available InfoMaker queries, including any customized queries that have been added. Below are some default queries provided by Jenzabar for Student Life pages.
Create an Applicant Group
You can add multiple students to the applicant roster by using the provided default query q_select_resident_roster.
Add Students to an Existing Health Group
You can add multiple students to the health group roster by using the provided default query q_select_health_roster.
Reassign Lottery Numbers
You can sort applicants and reassign lottery numbers using the provided default query (q_select_reassign_lottery_num).
Note
Custom queries must start with the default "q_" filename and must be stored in the Jenzabar Reports directory. This directory is set up as a part of the upgrade\installation process that defaults to C:\Jenzabar\Reports\.
Note
You cannot access InfoMaker directly from J1 Web to edit your queries. See the InfoMaker Resource Center on MyJenzabar.net, or contact your campus support team to learn more about customizing queries.
Issue | Description |
|---|---|
RN18337 | When copying a session, students who were flagged as "Don’t copy this student" or "Copy student, but don’t preserve bedroom assignment" were still having their room assignment copied to the new session. |
RN21131 | On the Manage Assignment Zones page, the zone name could only be edited for zones on the first page of a multiple-page list. |
RN21749 | On the Update Bedroom Assignment pop-up, the Select a Bedroom field drop-down displayed 15 results, which sometimes meant that available bedrooms did not display. The field has been updated to display 20 results in the drop-down. In addition, changes were made so that the user can search on the full name of the room. |
RN23049 | On an applicant group page, Time Slot Assignment tab, when users attempted to publish time slots and send email notifications, an error occured. |
Enable J1 Web Residence Life Features for Managing Keys
A new row has been added to the Maintain Config Table window that allows you to indicate if your school is using the new Residence Life features in J1 Web. The primary purpose for this row is to determine the location and facility labels that appear on various Key-related windows. If you have not yet switched to the new Residence Life features in J1 Web, leave the default selection (N). This ensures that locations and facilities are indicated by labels of Location, Building, and Room in the windows and reports listed below. If you have switched to the new Residence Life features in J1 Web, select Y. This changes location and facility labels to Campus, Place, and Space in the windows and reports listed below.
The location labels are affected on these windows and reports:
Maintain Keys window
Maintain Key Details window
Key History window
Keys by Issuee window
Keys Report window
Keys by Location report
Keys by Due Date report
Issue | Description |
|---|---|
152539 | When a new report was selected on the Violation Incident Reports window, the rows retrieved (depending on the criteria) and the rows selected were being reset. |
157540 | The Process Incident Reports window showed the Date Entered and Story properties when the key report was selected; it should have shown the Incident Date/Time and Incident Description properties. |
165829 | The Student Health Profile report did not honor any filter criteria entered in the prompt screen. |
191855 | Data was not automatically refreshed on the Process Incidents Reports window when a new person involved was added to a report. |
204007 | Health Code values selected from the drop-down in the Health Profile tab of the Student Life Profile could not be deleted. |
207651 | Violation Inquiry and Violation Incident windows - when a value was changed on Violation Incident, Violation Inquiry row was not refreshed with new data. |
208038 | Sessions that were copied in Desktop were visible in J1 Web. |
Manage Meal Plans
Now you can create and define multiple meal plans to customize options for your school. Access the Manage Meal Plans page from the Residence Life Administration hub, under the Hub options drop-down. Once you have created the meal plan, it’s available to assign to residents on the session Resident Roster.
Issue | Description |
|---|---|
206491 | When adding students to a housing applicant group, the default was to set Available As Roommate to false. |
206576 | Checking the Don't show me this warning again box in pop-ups on the Residence Spaces page did not prevent the warning from appearing again. |
207504 | The Housing Application block, the Housing Application Process block, and the Room Assignment tab loaded slowly. |
209149 | When setting up an email to students in the Housing Process Definition or Lottery tabs, you could not enter a URL after clicking the Create Link button. |
Issue | Description |
|---|---|
171607 | Student Health Profile: Filter did not work after changing a date and saving. |
190111 | Sponsor information was not copied from the Activity Club Definition when creating a new Session Activity. |
198440 | The Has and Met columns could still be checked on the Student Health Profile screen when the health code did not have a category. |
204783 | The Assign Health Codes to Health Groups screen allowed a health code that did not have a category to be added. |
204785 | The Assign Health Codes to Health Groups screen allows a health code that does not have a category to be updated. |
Issue | Description |
|---|---|
197753 | If a student in a session had a room assignment and they were set to "Don't copy this student" and a Copy Session was performed, their room assignment was incorrectly copied to the new session. |
203114 | In the Manage Facilities Update feature, trying to remove an inactive space from the session generated an incorrect error. |
204521 | The list of health codes on the Student Health Profile screen did not match what was on the Student Life/Health Profile tab. |
204650 | On the Health Group Summary page, roster counts in the Overview block were incorrect. |
205497 | In some situations a student was not being added to a room with their roommate group. |
208525 | If a housing process feature was turned on and saved, then later turned off, some fields associated with that feature did not reset. |
Copy Sessions
Now you can create a new session based on an existing one, and choose which details are carried over to the new session. Details that can be copied over include:
Billing Configuration
Student Information:
Meal plans, activities
Residence Spaces:
Bedroom assignments, housing process setup, and assignment and duty zones.
Residence Life Staff
For more information on copying sessions, see the J1 Web help topic on this subject.
Release #: 2019.5
Issue | Description |
|---|---|
191200 | Clicking the "Report incident" drop-down option from the View my incident reports page produced an error. |
195020 | When viewing a health group roster, only one required and one met code would appear in the list even when there was more than one. |
196049 | When user tried to update the staff assignment for an RD, an error occurred. |
Issue | Description |
|---|---|
176505 | On the Student Health Profile window, users were not able to click on the Report checkbox until the Met checkbox was selected. In addition, when users selected the Met checkbox, instead of receiving a Save prompt, the window would close. Several updates have been made to this window:
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Changes to Student Housing Process
Thanks to feedback from users, we have made some significant improvements to the housing process. We heard you! You wanted overlapping sessions and more flexibility to choose which features you use in your housing, and we've delivered. We think you'll like the enhancements we've made.
Sessions Can Now Overlap!
Residence Life sessions can now overlap, which should greatly simplify your planning! To ensure that residence spaces aren't double-booked, residence spaces that are already active in a session will default to inactive in the new session.
Increased Flexibility for Housing Process
Choose Which Housing Process Features to Use
Perhaps you want to use the roommate request and room selection features, but not the housing application. No problem! Now the three main housing process features are available to use a la carte. Depending on the amount of manual control you want, you can choose which features to use. And if you liked the fully automated process we had before, you can still choose to have things like lottery numbers and time slots auto-publish to students. Best of all, we've removed the time restrictions that were previously on each of the features. Now features can overlap, even for the whole session.
New Page: Manage Housing Application and Assignment
You can reach this page by accessing an applicant group summary page, then click the applicant group options drop-down and select Manage housing application and assignment. This page has four tabs which give detailed information and easy access to all aspects of the housing process for this applicant group.
Housing Process Definition - Use this tab to enter information from the housing application, roommate request, and room selection features that you set up in your Campus Portal.
Lottery Number Assignment - Use this tab to manually submit applications for students, or to view/change lottery numbers.
Time Slot Assignment - Use this tab to set up and assign the time slots for each student to select a room.
Room Assignment - Use this tab to review or change room assignments for students. You can also email students and edit their meal plan from this tab.
New Page: Resident Roster
You can reach this page from the Session options drop-down menu on the session summary page. This page allows you to work with all of the residents in the session (rather than just by applicant group).
Issue | Description |
|---|---|
154006 | Students may have been able to see their housing lottery number before lottery numbers were published. |
170217 | Clicking an informational icon in the Roommate Request portlet gave a 404 error instead of providing the user with the correct help information. |
171084 | When looking at the card view on the Manage Staff Roster page, filtering by Permission with the ‘None’ option resulted in the roster returning no results. |
178627 | On the Manage Staff Roster page, when trying to update the Staff Assignment for an RA while in card view, the pop up window that appears is the window used for tan RD role. |
178644 | The Update roommate assignments pop up that is supposed to open when a user clicked the Manage Roommate assignments link in the Housing Application Process block wouldn’t completely open when a room had restrictions set. |
178675 | When looking at the card view of the Manage Staff Roster page, trying to update staff assignments for an RA was resulting in an error. |
179145 | On the Residence Spaces window, when a user attempted to edit room restrictions for all rooms in a suite, the process would sometimes fail to update the restrictions and give the user an error message. |
181853 | The STUD_LIFE_CHGS database view does not properly retrieve the room type for housing data. |
189688 | In J1 Web, Session Status was always displayed as Draft. Since there are no other Session Status options at this time, the status was removed. |
Issue | Description |
|---|---|
168723 | The Fees description for sanctions could only handle 40 characters, which caused an error when Miscellaneous Charges were run. The size of the FEES_DESC column in the FEES table has been increased to 60 characters. Other places that the Fees description was used were tested to make sure there were no other problems. |
Issue | Description |
|---|---|
169010 | Attempting to email more than 2,100 students from the Health Group Roster resulted in an error. This has been resolved to allow any number of emails at once. |
169033 | Attempting to delete a session would fail if there were any maintenance requests for a space in the session. |
169568 | Advisors with health permissions were able to access advising information for students who they should not have been able to. This has been fixed. |
171013 | When trying to publish timeslots for a housing group, the default email text was not displayed correctly. |
Issue | Description |
|---|---|
157447 | Health codes marked as met on the Student Health Profile window did not appear as met on the Student Life Profile window, Health Profile tab. This has been resolved. |
168981 | The link to View our HIPAA policy in the Residence Life Administration Hub Overview block did not work. This has been fixed. |
Issue | Description |
|---|---|
152281 | Health groups created in J1 Desktop (Health Group Definition window) appeared in J1 Web on the Upcoming block and View Health Groups page, but did not show additional information when a user clicked on the name of the health group. |
152743 | On the Student Health Profile window, dates could not be updated for Health Codes categorized as "informational". |
152855 | When a health group was deleted in J1 Desktop (Health Group Definition window), any students assigned to the roster in J1 Web (Health Group Roster page) were not deleted and an error appeared. |
155614 | On the Clear Student Life Session window, a database error appeared when clearing a student life session. |
New Incident Status Definition Window
This new window allows you to define the Incident Status Codes for your organization. Incident Status Codes are used to identify the status of a violation incident. Once an Incident Status code is defined, it is available in Incident Status drop-down lists for violation incidents and vehicle violation incidents.
Issue | Description |
|---|---|
141049 | The TABLE_DETAIL table that contained the Room Change Reason was previously cleared and put into the RoomChangeReasonDefinition table. Since J1 Desktop uses those values, they were returned accordingly. |
150557 | In the Violation Incident window, users were unable to see details of an incident when the incident was marked as Restricted Access. |
152063 | In the Violation Incident window, users were unable to generate a Violation Incident Report when start and end dates were specified. |
152281 | New health groups added in the J1 Desktop Health Group Definition window were set to zero in the HEALTH_GRP_MASTER table. When Student Health Administrators tried to access health group information in J1 Web, the page just refreshed. This problem has been corrected, but users need to fix any existing health groups that have a GOID of zero. Run this query and determine the proper value for GOID: SELECT * FROM dbo.GlobalObject WHERE GOTID = -263 ChangeTime in GlobalObject will be close to or the same as JOB_TIME in HEALTH_GRP_MASTER. |
Create Suites
You now have the ability to create Residence Life Suites that include bedrooms and non-bedroom spaces, such as kitchens, restrooms, and living areas. This new functionality allows you to customize the Residence Life experience to match your school.
Tip
Suites are made up of two or more spaces. Before creating a suite, make sure that all of the spaces in the suite have been added to the J1 Web Facilities Hub. Additionally, any non-bedroom spaces must have the This is a Residence Life Space checkbox checked. This checkbox is found in Facilities hub, and can only be edited by a user with Can edit spaces permissions set for their role. Role permissions are set in the System Administration Hub.
Once all of the spaces are created and set up in the Facilities hub, use the Residence building options to create a residence suite and connect these spaces as a suite.
Staff Hire Status and Permissions
We have made a few changes to allow more flexibility and control for Residence Life staff positions and permissions. Previously the role permissions were tied to the position and hiring status; now the fields operate independently of each other. This allows staff to be moved from one position to another without automatically changing their permissions. Administrative users can still control all permissions for each user in the System Admin hub.
To change the staff position or assignment, use the Update staff position button on the Manage Staff Roster page in the appropriate session.
You will be able to choose from Not Hired, RA, or RD. As shown in the example above, even if a staff member is marked as 'not hired,' they still retain any role permissions they have been assigned.
After the staff has a position assigned, you can update the assignment zone.
Issue | Description |
|---|---|
139603 | The Residence Life Administrator role did not have the ability to adequately set permissions for "Can manage housing assignment process." |
139604 | The Residence Life Administrator role did not have the ability to adequately set permissions for "Can view residence bedrooms." |
139605 | The Residence Life Administrator role did not have the ability to adequately set permissions for "Can view sessions." |
139615 | The Student Life Module Manager did not have the ability to adequately set permissions for "Can manage housing assignment process." |
139616 | The Student Life Module Manager role did not have the ability to adequately set permissions for "Can view residence bedrooms." |
139617 | The Student Life Module Manager role did not have the ability to adequately set permissions for "Can view sessions." |
144105 | The Web Registration Configuration setting for allowing course overloads was not being honored correctly. |
152281 | New health groups added in the J1 Desktop Health Group Definition window were set to zero in the HEALTH_GRP_MASTER table. When Student Health Administrators tried to access health group information in J1 Web, the page just refreshed. This problem has been corrected, but users need to fix any existing health groups that have a GOID of zero. Run this query and determine the proper value for GOID: SELECT * FROM dbo.GlobalObject WHERE GOTID = -263 ChangeTime in GlobalObject will be close to or the same as JOB_TIME in HEALTH_GRP_MASTER. |